Please complete the below claim form for your expenses. The User Office can provide 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 60 days of the expenditure being claimed for. Payment of the claim may be delayed or declined should the forms be received after this time. This is UKRI policy.
All expenses must adhere to the terms set in the
CLF User Travel Policy.
Please submit expense claim forms (as a Word doc) and copies of receipts (as a PDF) to the CLF User Office: clf@stfc.ac.uk
Please list each item on the claim separately (not adding multiple items together) and in the currency in which you paid.
Receipts should be in one PDF document and presented in the same order in which they appear on the claim.
Claim form download:
Only economy travel will be reimbursed. Flight boarding passes must be provided with air travel claims.
If you have not received payment of a claim after three weeks please contact the
User Office by email.
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.
Although users generally eat onsite, claims for evening meals / takeaways purchased locally will be reimbursed up to a value of £25.00. 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 local facility contact. Although the accommodation will be paid for, users will be required to pay for their own meals.
Travel
CLF reimburses economy-class travel only between your home institution and the facility.
Mileage may be claimed for personal car use when travelling to CLF (see the CLF User Travel Policy above), with full journey details and any passenger names provided. Local personal travel is not reimbursable.
Transport to and from Heathrow or Gatwick can be arranged in advance via the User Office (by 14:00 on Fridays for weekend travel). Users must use public transport between Didcot Parkway Railway Station and the STFC RAL site; taxi fares can only be reclaimed if no bus service is available.
Car hire must be approved in advance by the User Office via email. Once approved, users must arrange their own hire. If your university pays, CLF requires supplier paperwork to issue a Purchase Order (PO) number, which must appear on the invoice. If you pay personally, costs can be reclaimed as normal.
Please see our user travel page.
User expenses at facilities outside the UK
For expenses incurred on an experiment at external facilities outside of the UK where support has been agreed by the CLF, e.g. Vulcan shutdown support experiments, please adhere to the terms set at the foot of the table in Appendix B of the CLF User Travel Policy.
Please note all flights should be booked via the CLF User Office.
