How are Expenses and Per Diems managed in the United Kingdom (UK)?



Modified on: Wed, 3 Sep, 2025 at 2:33 PM

When employees travel for business purposes, they are entitled to claim certain expenses and per diems to cover their costs. These claims must comply with HM Revenue & Customs (HMRC) guidelines to ensure accuracy and transparency.


For detailed information please review the Expense Reimbursement policy in the United Kingdom

Expense Claims

Receipts

HMRC requires that all receipts submitted for expense claims are clear, complete, and accurate. Each receipt must include:

  • The supplier's name and address

  • The date of the transaction

  • A description of the goods or services provided

  • The total amount paid

Ensuring that all receipts meet these criteria is essential for a smooth expense claim process.


Mileage Claims

Employees who use their own vehicles for business travel can claim mileage expenses. HMRC provides approved mileage rates depending on the type of vehicle used. Employees should maintain a detailed mileage log, recording each journey's date, purpose, start and end locations, and the total miles traveled. This log is crucial for substantiating mileage claims.


Staying with Friends or Relatives Allowance

When employees choose to stay with friends or family while on official business, they are entitled to claim a flat-rate allowance of £42 per night. However, this replaces the 24-hour per diem allowance and cannot be claimed in addition to it.


Vendor Information

Horizons does not require vendor information to be included on receipts submitted for expense claims. However, all other details must be accurate and comply with HMRC requirements.




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