Travel & Expenses Policy

Purpose

This Policy explains how employees of The ESG Institute Limited (“the Company”) may incur, approve and reclaim business travel and out-of-pocket expenses. It ensures costs are reasonable, accurately recorded, promptly reimbursed and consistent with our commitment to sustainability, integrity and accountability.

Scope

The Policy applies to all employees worldwide, including full-time, part-time, fixed-term and interns. It does not cover freelance trainers or associate consultants, who follow the terms in their services agreement. Any exception to this Policy must be approved in writing by the Finance & Operations Director.

Key Principles

  • Value for money – choose cost-effective options that meet business needs.

  • Environmental responsibility – favour lower-carbon transport and digital alternatives where practical.

  • Transparency – claim only legitimate, evidenced expenses; submit within 30 days of spend.

  • Compliance – follow legal requirements (tax, immigration, health & safety) and Company policies on anti-bribery and data protection.

General Rules

  1. Obtain manager approval before booking travel or incurring significant expenses.

  2. Use Company-preferred suppliers and booking platforms where available.

  3. Submit itemised receipts (scans or photos are acceptable) with each claim. Credit-card slips alone are not sufficient.

  4. Claims must be submitted via the HRIS Expenses module within 30 calendar days; late claims may be rejected unless exceptional circumstances apply.

  5. Expenses are reimbursed by BACS in the next payroll run.

  6. Personal loyalty points may be collected but must not influence booking choices.

  7. Any cash advance must be reconciled with receipts; unspent balances must be returned.

Travel Guidelines

A. Travel Approval Thresholds

  • Journeys within the Isle of Man or UK mainland: line-manager approval.

  • Overseas travel or trips forecast to exceed £1,000 total cost: pre-authorisation by the Finance & Operations Director.

B. Transport Mode Hierarchy

  • 1 – Virtual first – consider video-conferencing and digital delivery before travelling.

  • 2 – Rail, coach or shuttle – preferred for journeys under six hours.

  • 3 – Car share or public transport – where rail/coach is not feasible.

  • 4 – Air travel – economy class for flights under six hours; premium economy may be permitted for longer flights with Executive team approval.

  • 5 – Taxis / ride-shares – allowed when public transport is unsafe, unavailable or cost-prohibitive (late night, heavy equipment, mobility needs).

C. Mileage and Personal Vehicles

  • Mileage will be reimbursed at the HMRC Approved Mileage Allowance Payment (AMAP) rates, currently 45 p per mile for the first 10,000 business miles in a tax year, and 25 p per mile thereafter.

  • Employees must ensure their insurance covers business use and provide evidence on request.

  • Where public transport would be cheaper and practical, mileage may be capped at the public-transport equivalent cost.

D. Accommodation

  • Book three-star or mid-range hotels with reasonable proximity to the workplace.

  • Sustainable or certified green hotels should be selected where available at a comparable rate.

  • Room-only or bed-and-breakfast tariffs are preferred; avoid “club” or luxury upgrades unless pre-approved.

E. Meals and Daily Subsistence

  • Reasonable breakfast, lunch and dinner costs will be reimbursed up to the following guidelines (inclusive of non-alcoholic beverages and service):
    – UK / IoM: £10 breakfast, £15 lunch, £30 dinner
    – Europe: €12 breakfast, €18 lunch, €35 dinner
    – Rest of world: local equivalent based on Foreign, Commonwealth & Development Office (FCDO) rates.

  • Alcohol is generally non-claimable except one drink with an evening meal when entertaining clients.

  • If meals are provided by the hotel, client or event, employees should not claim additional meal costs.

F. Client Entertainment

  • Must have clear business purpose and prior line-manager approval.

  • Gifts and hospitality thresholds in the Anti-Bribery & Corruption Policy apply (e.g., ≤ £50 line-manager approval, > £50 Compliance Officer approval).

Other Claimable Expenses

  • Visa fees, travel insurance (if not covered by corporate policy), reasonable laundry costs on trips over five nights, business phone calls/Wi-Fi where no free alternative exists, parking fees where public transport is impractical.

Non-Claimable Items

  • Personal travel insurance upgrades, mini-bar purchases, in-room movies, fines (traffic, parking, smoking), first-class travel unless pre-approved, companion travel costs, discretionary charitable donations, personal clothing or toiletries.

Sustainability and Carbon Reduction

  • Combine multiple client visits into one trip where feasible.

  • Use digital materials instead of printed hand-outs.

  • Offset residual emissions through the Company’s approved scheme (Finance team will calculate and purchase offsets centrally).

Submission and Audit

  • All claims are subject to audit and may be rejected or queried.

  • False or inflated claims constitute misconduct and will be handled under the Disciplinary Procedure.

  • Keep original receipts for six months in case of audit.

Assistance and Exceptions

Contact mail@the-esg-institute.org for guidance on this Policy or exceptional circumstances (e.g., urgent needs requiring specific travel arrangements).

Review

This Policy will be reviewed at intervals not exceeding two years, or sooner in response to significant changes in legislation, organisational structure, activities or incident trends.

Latest update: June 30, 2025.

This Policy is non‑contractual and may be amended at the Company’s discretion.