Speaker Expense Policy
Please read carefully
Who Can Claim Expenses
- Speakers invited by ELRIG to present at an ELRIG Conference or Forum
- Track Chairs invited to chair a track at an ELRIG Conference or Forum
- Conference & Forum Directors
- Red Shirt & Academic Volunteers
What Expenses Can Be Claimed
ELRIG will reimburse reasonable travel expenses and provide accommodation for individuals from academic or non-commercial institutions who cannot reasonably expect their employer to pay for them. The accommodation is limited to 1 night’s accommodation for forums and up to 2 nights’ accommodation for conferences unless agreed otherwise. Accommodation will be booked and paid for directly by ELRIG or our partner accommodation team, MICE Concierge
ELRIG is a not-for-profit organisation running free-to-attend events. We therefore need to run our events on a tight budget. If your attendance at the event is likely to result in a substantial expense claim, please discuss it with us beforehand so we can plan and budget for it.
- Travel: Air ELRIG will pay for an economy ticket, provided this has been agreed by the ELRIG Board, Event Director, Track Chair, or the ELRIG CEO. As a “not-for-profit” organisation, we are not in a financial position to support business or first-class fares.
- Travel: Rail or other Public Transport ELRIG will pay for a Second Class or Economy ticket. If you book well in advance and can secure a good price for first-class travel, we will accept this.
- Travel by Personal car. Mileage and parking can be reclaimed. Mileage will be reimbursed at 0.45p/mile
- Travel – Taxis Please get a receipt for your journey.
- Hotels: extras Any hotel extras are your own responsibility. This includes but is notlimited to bar bills,telephone calls etc. You should settle these directly with the hotel.
- Any additional out-of-pocket expenses Any other expenses directly related to attending the event and relevant to fulfilling your role as a speaker, will be reimbursed against a valid receipt.
How To Submit Your Expenses Claim
We use Dext For Business for our expenses. Please follow the instructions below to submit your expenses.
- Please email the digital copy, scanned copy or images of your receipts to elrig.speaker@dext.cc and copy in accounts@elrig.org Dext accepts receipts in the following file formats: JPG, PNG, GIF, BMP, TIFF, HTML, PDF, DOC, DOCX, ODT, RTF. These must all be 6MB for images; 100MB for ZIP archives. It does NOT accept Excel spreadsheets.
- The subject of the email must be “Speaker Expenses – The Event Name – The Speaker’s Full Name”
- Include a list of each expense and the amounts being claimed along with a totalfor the claim.
- Where mileage is being claimed, please add the number of miles and the total being claimed. Mileage will be reimbursed at 0.45p/mile
- Reimbursement of your claim will be made by Bank transfer. Add the following details to your email.
- Bank Name
- Account Name &
- For UK payments Sort code and account number
- For US payments Account Number and ABA/ACH routing code
- For others IBAN & Swift for Non-UK
