Widening Participation Travel Reimbursement Guidance

Guidance on Widening Participation Travel Reimbursement

1. Scope

All prospective students who are called for interview are expected to attend a Multiple Mini Interview (MMI) on our campus, but we recognise that the financial cost of visiting universities can be a concern. We would therefore like to offer support with the travel costs associated with visiting the University of Edinburgh for those who travel a significant distance and who meet our widening participation criteria (as defined below).

We look at the following factors within our widening access offer policy to identify what we call "Plus Flag" indicators:

• Where you live (your home postcode)
• The school or college you attend
• Your personal circumstances (if you are care experienced, or a refugee or asylum seeker)

2. Eligibility

To receive the reimbursement of your travel expenses:

• You must have been identified as PLUS FLAG on the University's EUCLID system (which uses the above criteria) when invited for interview
• You must have confirmed your offer of an interview
• You must attend your interview on the confirmed date
• You must have travelled from Scotland, England, Northern Ireland or Wales 

3. Claims for travel expenditure

• Travel reimbursement can only be used towards a train/coach/ferry/flight at the most economical rate available and based on the most economical route (in standard /economy class).
• Travel should be from the home location listed on your UCAS Application Form and the nearest train, bus, coach station or airport to the University.
• Train/air tickets should be purchased as far in advance as possible in order to minimise costs.
• Travel to and from train station or airport by public transport will be reimbursed.
• Costs of first-class train tickets will not be reimbursed.
• The cost of travelling by taxi will not generally be reimbursed. If travel by taxi is essential due to personal circumstances (for example, a disability which means that public transport is not possible), please contact vetug@ed.ac.uk in advance of travelling to discuss this.
• Travel by private car/motorbike will be reimbursed. Approved mileage rates can be found on the HMRC website. The distance claimed should be the quickest journey between your home/travel postcode and the University's postcode (EH25 9RG), according to Google Maps.

HMRC - Approved mileage rates 

• For candidates who have no option but to stay overnight, we will consider this as part of their claim and they should contact vetug@ed.ac.uk prior to booking travel.
• The candidate must enter their own bank details onto the Payment of Non-Staff Expenses form, which the Admissions Team will send directly to the candidate. If the bank details do not match the student’s name on the form, the payment cannot be processed.
• Claims can be submitted up to 28 days after the interview has passed. Any claims submitted after this date will not be processed.

4. Terms and Conditions

• Travel reimbursement is available to help fund travel to interview only. The funds cannot be used to contribute towards travel to other events at the University, such as Open Days or individual visits.
• Only one travel expenses claim will be paid to a candidate per application year. Whilst you are more than welcome to visit on more than one occasion, the University will only contribute towards your travel costs on one occasion and only for an interview.
• If you are unable to attend your interview day due to illness or public transport cancellations (and are unable to get your travel costs refunded), please contact vetug@ed.ac.uk to discuss further.
• In exceptional or specific circumstances, we may be able offer support towards other costs incurred relating to your interview with the University to support your application. For example, if you are a care leaver, an estranged student, or a student who has a disability or health condition who might find it difficult to travel to Edinburgh and back in a day, and you require overnight accommodation when visiting the University. Please contact vetug@ed.ac.uk if you have any questions regarding this.
• The reimbursement of travel expenses is only available to contribute towards the costs of the candidate's journey to the University. Costs of anyone accompanying the candidate will not be reimbursed. However, if you require a carer to accompany you to be able to access a visit to the University, then this is something that we may be able accommodate. Please contact vetug@ed.ac.uk if you have any questions regarding this.
• The Payment of Non-Staff Expenses form must be filled in correctly and you must provide satisfactory copies of your travel receipts. Ideally, you should be making your claim retrospectively, after your visit. However please do contact vetug@ed.ac.uk if this causes you any hardship or financial difficulties.
• Travel reimbursement will not cover any costs other than public transport or mileage rates, so the costs of any accommodation or subsistence or travelling time or parking fees incurred are all unrecoverable (unless there are exceptional or specific circumstances, as mentioned above).
• Travel expenses will be paid by BACS into your nominated bank account via the payment information provided on the Payment of Non-Staff Expenses form that will be sent to you directly.
• For information about how your personal data will be processed, please see our undergraduate applicant privacy notice

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