Expense Claims
07 May 2009



Expenses claim forms for allowable expenses submitted within 3 months of the expenditure.




Expenses Claims MUST be submitted within 3 months of the expenditure.

For Claimants in UK Academic Institutions

ISIS will reimburse expenses for up to three UK users per experiment. If more than three people are required on a single experiment, a case can be made to the ISIS User Programme manager.

ISIS will support the length of stay at RAL that is required for an experiment together with sample preparation or data analysis time, or time required to use on-site characterisation facilities.  Where the length of stay is much beyond the experiment length, confirmation from the local contact is required.

On the form, please include the reason for the claim and the experiment (RB) number, and remember to sign the form.


Please enclose receipts to cover air, train, bus or taxi costs.  Please note we will only reimburse economy travel costs.

If you used your own car, then you may claim a mileage allowance.  
All passengers need to be named and full details of journeys must be given.
Mileage rates will be paid for travel between your home institution and ISIS and local mileage between ISIS and your accommodation.

  • Journeys up to 130 miles in a day will be reimbursed at 45 pence per mile.
  •  If the total journey in any day exceeds 130 miles, a hire car should be used, as this is more economical.
  • Travellers preferring to use their own cars for journeys over 130 miles may do so.  In this case reimbursement will be calculated, as either 130 miles at 45 pence per mile or the actual mileage at 25 pence per mile, whichever is the greater.  A rate of 2 pence per mile may be added for the first passenger and 1 pence for any additional passengers.

Car Hire

Prior approval must be obtained. Please contact the ISIS User ​Office by e-mail before your visit.

Once approval is given, you are responsible for arranging the hire car however you can later reclaim the costs from ISIS - please note that we can only reimburse costs if you submit the claim/invoice within 3 months of the expenditure.


Users eligible for meals, can have money loaded onto their visitor passes at the User Office.  These passes can then be used in the RAL restaurant and coffee lounge.

Visitors who arrive out of office hours are required to use the onsite facilities; these costs can be claimed back via the User Office by submitting a Claim Form accompanied by the appropriate receipts.

If the onsite facilities are closed on your first day of arrival, visitors may eat off site and claim their expenses as above to the current value of the ISIS Meal Vouchers*.

Meals taken during your journey to and from ISIS can be reimbursed up to the current value of the ISIS Meal Vouchers*.

* Value as of April 2013
Breakfast - £2.95
Lunch - £6.65
Dinner - £8.75

Please hand in your claim form to the ISIS User Office, or send them to:

User Office 
Building R75 ​
STFC Rutherford Appleton Laboratory, 
Harwell Oxford,
OX11 0QX 

For Claimants from Non-UK Institutions

For ISIS users who have been informed that their experiment has been awarded EU funding and users from countries where special agreements exist, support for travel and subsistence may be available.

Please contact the ISIS User Office for details.