RSF team colleagues based at The Alan Turing Institute are responsible for booking travel arrangements to and from the Conference in line with The Alan Turing Institute’s internal Travel and Expenses Policy.

AIM Consortium members and [external non-Turing] RSF colleagues are responsible for booking and paying for their own travel arrangements to and from the Conference, and for the prompt completion and submission of expenses claims thereafter (see below for guidance).

Where possible, individual consortia are asked to collate all travel expenses for their research group and to submit a single collective claim to the RSF team for reimbursement. The RSF will then administer this to the value of £150 (maximum) for each consortium member traveling [to a maximum of 15 places]. The exception to this rule will be in instances where a consortium has taken advantage of any unused RSF-funded delegate places, in which case, the £150 subsidy will still apply for each delegate place.

Where possible, the most economic and low-carbon means of travel should be chosen and delegates traveling by train should attempt to reduce the cost of travel by using existing travel cards and discounts. Claimants traveling by train must also use standard class (unless a cheaper fare is available in first class).

To claim back your expenses, we need three types of files from you. Please click on the links below to access the files:

• Receipts (images/PDFs): Please include clear photos or copies of your receipts, and include the itemized list version of the receipt where possible.
• Expense form (Excel): Please complete this in the currency of the expense that occurred. If you can’t do this, please note it in the email back to us, and we'll fix it. You need to add your sort code and bank details, date, and Gross Value accurately. If it's not filled in, we won't be able to process your reimbursement.
  
• Travel & expenses policy (PDF/jpg, signed): We cannot process your expenses without this, so please don't leave it out. All your bank details need to be filled in except for the Name of the Turing Approver/Supervisor.