Subsistence

  • Policy statement

    Diamond is committed to ensuring it is clear what expenses will be reimbursed for subsistence during your experiments.

     

    This policy should be read in conjunction with our policy on eligibility for financial support.

  • What expenses are covered?

    The only people eligible to receive financial support for subsistence during a session at Diamond are those who are designated ‘Diamond Pays’ on the investigator list for a session (see the policy Eligibility for Financial Support).

     

    The principal form for subsistence is via cashless spending applied to the user card. The level for cashless spending is £16 per day for the duration of the session. 

     

    Where it has not been possible to provide accommodation on site, reimbursement is available for up to £15 per person, per meal taken off site. It is expected that you will use the R22 canteen where possible, taking meals off site only where eating on site would be particularly inconvenient. Only users accommodated off site will be reimbursed for meals taken off site.

     

    Where a meal is purchased the night before your experiment commences, meals at Ridgeway House will be reimbursed to the value of £8 per person.

     

    No food or drink consumed on your journey to or from Diamond will be reimbursed.

     

    No alcohol will be reimbursed.

  • How to claim

    All claims for reimbursement must be made using the on line claims system, reached via the home page in UAS (uas.diamond.ac.uk). 

     

    All claims must be made within 90 days of the last day of the session with no exception. All claims require an electronic copy of the receipt indicating the cost and showing the start and end point of the journey and the date of travel. Claims should be presented in chronological order so the journey can be followed accurately.  

     

    During the claims process the User Office may raise a query with you which will be emailed to you through the claims system. It is your responsibility to promptly respond to this query. If a query remains unanswered until 90 days after the last day of the session, the claim will be rejected and you shall no longer be entitled to receive the reimbursement.

     

    Payment will only be made to the person who directly incurred the costs. If one person paid for the meal for two people, that person needs to claim, naming the two users who ate together. 

     

    If the expenses were incurred by the home institute or other third party, it is their responsibility to raise an invoice attaching all associated receipts. All documentation must be sent to the Diamond User Office.  The invoice must reference the session number and have the names of the Users for which the costs were incurred. This must be done within 90 days of the last day of the session to be reimbursed.