Guidance on claiming expenses (local reps)
Please use this form when completing your expense claims for attendance at any AEP events in your role as local rep. You can find useful guidance on submitting your claims below.
When complete, please send your claim form by email in Excel Format to liz@aep.org.uk with any receipts or documents attached to the same email.
Please Note: Only one claim form for each meeting should be submitted - meetings/events held over more than one day are classed as one meeting.
Please be conscious that delays in submitting claims can cause delays and impact administration processes, so please try and submit your forms as soon as possible after each meeting or pre-booking.
Please use this form when completing your expense claims for attendance at any AEP events in your role as local rep. You can find useful guidance on submitting your claims below.
When complete, please send your claim form by email in Excel Format to liz@aep.org.uk with any receipts or documents attached to the same email.
Please Note: Only one claim form for each meeting should be submitted - meetings/events held over more than one day are classed as one meeting.
Please be conscious that delays in submitting claims can cause delays and impact administration processes, so please try and submit your forms as soon as possible after each meeting or pre-booking.
Allowances
We encourage all reps to please book travel and accommodation in advance wherever possible, to ensure the best value. We encourage all reps to travel by public transport and avoid air travel wherever practical and possible, in line with our commitment to the environment.
Please find below list of the maximum allowances for accommodation and subsistence claims. Please ensure your claims
meet the criteria, as set out in the AEP member handbook.
Accommodation
Room only accommodation: maximum of £145 per night
The following exceptions, in circumstances where a room is not available within allowance:
Friday night in London: maximum allowance £173 per night
Mid-week in London, Cardiff, Belfast or Edinburgh: maximum allowance is £212 per night
Subsistence
Breakfast: £12
Lunch £12
Tea: £12
Dinner: £34
Receipts & Supporting Documents
- All receipts must be attached to the same email.
- Forms received without supporting receipts will be returned unpaid with a request to re-submit the claim and attaching all receipts.
- If receipts are lost or missing, please indicate this on the claim form. You can pre-take a photograph of tickets before you feed into a machine or send a copy of bank statement entry as proof.
- Where possible, all receipts must be attached in PDF format. (Receipts attached in other formats may cause delays in payment).
Meeting details
To avoid delays in payment or your claim being returned to you, it is important that you give correct meeting details, date of meeting and correct amounts and these should be recorded in the corresponding sections of the claim form.
The form now has an additional box (near the top) where any additional information can be entered. This can include approval of bookings above the allowance, reasons why some overnight stays have been necessary which appear to be outside of the AEP guidance or further information for purchases which are not self-explanatory.
