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Arts Humanities and Social Sciences Research

The School of Arts and Humanities and the School of the Humanities and Social Sciences

Studying at Cambridge


Costing Travel and Subsistence

Costing Travel and Subsistence

For all projects, Travel and Subsistence should be costed as accurately as possible to ensure that there is no shortfall on award. Inflation, either included in the price at application stage on X5, or added by the funder at award, should cover any inflationary increases between application and award.

University Policy on Transport

Under University policy, staff are required to use the most cost-effective form of transport. For costing travel, comparison websites are a useful tool in generating the most inexpensive travel option. These websites are available for flights and train fares.

Transfer costs should be budgeted when costing flights; taxis should only be used where public transport is not available. For car travel, the University has standard mileage allowances, which should be interpreted in conjunction with the full policy on transport, here.

University Rates for Travel and Subsistence

It is recommended that University rates are used for costing subsistence. These are available here. The London rate should be used when travelling to cities with a similarly high cost of living.

In rare cases, the subsistence rates may appear unreasonably high, for example, when travelling to countries with a much lower cost of living. In these instances, the rates could be reduced, but this should be addressed on a case-by-case basis with regard to specific trip destinations and suitable alternative costs should be discussed with the PI.