Expenses

To claim expenses, please follow these steps:

  1. Download our expense form. Rename it to your First Name and Last Name.

  2. Fill out your expenses and code your expenses appropriately as outlined in the sheet.

  3. Download and save your filled form in Excel format (no PDF or JPEG).

  4. Combine your receipts in one PDF. You can use this website to combine your receipts.

  5. Now use this form to upload your forms and filled expense form.

Reimbursement requests will start being processed after Monday, September 15th 2025.

Important

Please submit all your expense request by no later than Wednesday, October 15th 2025 as we may be unable to process requests submitted after the deadline.

More information on our expenses policy is available below.

Expenses Policy

When claiming expenses, please consider if they are:

  • reasonable

  • have been incurred wholly for the purpose of joining the Migration Residential

  • have been necessary for your participation in the Migration Residential

  • not be claimed from any other organisation

  • be supported by a receipt/ticket.

Travel expenses

To support your attendance, you may claim:

  • from London and the South East: up to £50 for travel incurred to attend the Migration Residential. 

  • from all other regions: up to £200 for travel incurred to attend the Migration Residential. 

If you require additional travel support, please agree this with our team before booking your travel by us at migration@phf.org.uk.

Travel by public transport

  • travel costs for standard class train, bus and tube fares will be reimbursed. First class train fares will only be paid in exceptional circumstances, which must be noted on the claim and be authorised in advance whenever possible unless the first class fare is cheaper than the standard class fare (in which case this should be shown on the claim form).

  • when air travel is necessary the most economical fare should be booked; this will normally be an advance purchase economy ticket.

Use of private cars

  • if public transport is not available or is impractical, private cars may be used; the mileage rates will be those allowed (i.e. payable without creating a taxable benefit) by the HMRC - see website for current rates.

  • individuals must ensure that their own personal insurance cover is adequate for the journey to be undertaken.

  • details of the journey and distance travelled must be provided.

  • valid parking costs may be claimed where they are incurred in order to attend the Migration Residential, but parking or other fines may not.

Taxis

  • in most circumstances, you should use public transport but on occasions this may not be possible (e.g. none is available, accessibility reasons) or if transporting heavy equipment. In these cases, a taxi should be used.

  • if you feel it is unsafe to use public transport e.g. travelling late at night a taxi should be used.