# Expense and travel policy

**Owner:** Finance · **Applies to:** everyone at Fernhill · **Effective:** 1 October 2026 · **Version:** 4

> **TL;DR:** Spend company money as you would spend your own. Claims under £250 need no approval. Submit receipts within 30 days. Book trains, not flights, inside the UK.

## What you can spend without approval

| Category | Limit | Notes |
|---|---|---|
| Meals when travelling | £45 a day | Alcohol is not covered |
| Hotel, London | £180 a night | Book through the travel desk |
| Hotel, other UK cities | £120 a night | |
| Books and courses | £500 a year | Tell your manager first |
| Home office | £300 once, then £100 a year | Chair, desk, monitor |

## How to claim

1. Take a photo of the receipt.
2. Add it in the expenses app within 30 days.
3. Finance pays approved claims with the next monthly payroll.

## Travel

- Book trains for travel inside the UK. Book flights only when the train takes more than five hours.
- Standard class on trains. First class only when you travel for more than three hours and work on the train.
- Customer visits: your manager approves the trip before you book.

## Exceptions

Ask Finance in the #finance channel **before** you spend. Finance records every exception in this doc's comments, so the next person can see the answer.

## Change log

| Version | Date | Change |
|---|---|---|
| 4 | 1 Oct 2026 | Home office allowance added |
| 3 | 3 Mar 2026 | London hotel limit up from £160 to £180 |
| 2 | 12 Sep 2025 | Train-first rule for UK travel |