Reimbursement of expenses
05 Mar 2010



Reimbursement of Expenses


Please complete a claim fo​rm for your expenses. The User Office can provide guidance notes, as well as advice on eligibility and how to complete the form.​

Claims should be submitted weekly during the experimental run and within one week of its completion. The accompanying forms providing visit and meal details must be completed to enable claims to be processed quickly.

All expense claims must be submitted within 3 months of the expenditure being claimed for.  Payment of the claim may be delayed or declined should the forms be received after this time. 

If you have not received payment of a claim after three weeks please contact the User Office by email or by post at:

The User Office
Central Laser Facility
STFC Rutherford Appleton Laboratory
Harwell Oxford
OX11 0QX

Tel: +44 (0)1235 445090

Download: Claim form

Meal Rates​

When you register at the User Office, your site pass will be loaded with credit which can be used to pay for  food and drink in the restaurant or coffee lounges.

Dinners and lunches taken at The Cosener's House are paid directly by the CLF. A 2-course evening meal up to the value of £13.00 is available at the Cosener's House.

Although users generally eat on site or at The Cosener's House, claims for meals purchased locally will be reimbursed up to a value of £6.85 for lunch and £9.00 for an evening meal. Alcoholic drinks cannot be included in the claims. 

If you need to work at weekends, claims for days worked may be submitted at the above rates. Please tell the User Office if you plan to work at the weekend, so that they can put enough credit on your site pass.​

If it is impractical to travel home at weekends, users may stay, provided this is first agreed with the Target Area Co-ordinator or Laboratory manager. Although the accommodation will be paid for, users will be required to pay for their own meals.

Mileage Allowance

The current permitted mileage rate is 45p per mile for up to 130 miles per day. Over 130 miles the rate is 130 miles at 45p/mile or the actual mileage at 25p/mile, whichever is greater. Passenger/equipment allowance is 2p per mile for the first passenger, 1p per mile for each additional passenger and 2p per mile for equipment.

Please note that passenger names are required when claiming a passenger allowance.

Contact: CLF User Office