Diamond is committed to ensuring it is clear what expenses will be reimbursed for travel to and from Diamond. This policy should be read in conjunction with Diamond’s policy on eligibility for financial support.
Reimbursement of travel expenses will only be provided where:
The only people eligible to receive financial support for travel to and from 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’).
Reimbursement will be for travel from and back to the User’s home institute. Travel will be reimbursed for a maximum of one direct return trip to Diamond, except where agreed in writing by the Diamond User Office in advance of the travel.
The nearest railway station to Diamond is Didcot Parkway. Purchasing tickets in advance of your journey can give significant reductions in ticket price as does the use of off peak travel.
There is a bus service between Didcot Parkway and the Harwell Campus.
Users are encouraged to plan their journey to arrive and depart during these hours and make use of these services.
Users arriving at Diamond in their own car may claim a mileage rate for the journey between their home institute and Diamond, and where necessary between Diamond and their place of accommodation. Please confirm with your insurer that you are insured appropriately to drive for business with the equipment you are bringing.
Lone travelling by car is strongly discouraged - where there is more than one person driving from the same institute it is expected they will car share.
Hired vehicles must be approved in advance of travelling by the User Officer in writing in order to be reimbursed. Users will be asked to demonstrate the need for and economy of using a hire vehicle.
Please ensure when hiring a car that appropriate insurance is obtained to drive for business with the equipment you are bringing.
Taxis may only be used where:
a) there is no alternative
b) by travelling as a group makes the taxi less expensive than public transport.
Travelling with a suitcase is not a sufficient reason to use a taxi.
Taxi’s to or from Diamond (or the Harwell Campus), should be arranged in advance with the User Office. This enables us to use a reduced rate and pay the taxi directly. Only where a Diamond booking has fallen through will a taxi fare for such a journey be reimbursed.
The nearest airport to Diamond is Heathrow. Users should secure low cost airfares by booking in advance, using economy seats. Please consider the baggage you bring to Diamond and ensure you have adequate luggage allowance.
Diamond will not reimburse costs to upgrade your flight, including VIP lounges, priority boarding or seat selection.
If, due to a change in Diamond scheduling, a planned journey must be cancelled and rebooked this must be indicated in the claim submitted. Diamond will reimburse both the cancelled journey and the rebooked journey for each person involved.
Diamond shall not be liable in any way for any loss, damage or delay consequent upon any circumstances beyond its reasonable control. Please ensure you have adequate insurance for your travel to cover these eventualities.
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 flights for two people, that person needs to claim, naming the two users who used the flights.
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.
For the purposes of this policy, the following definitions shall apply:
Diamond: Diamond Light Source Ltd, a company incorporated and registered in England and Wales, with company number 4375679 and with registered office at Diamond House, Harwell Science & Innovation Campus, Didcot, Oxfordshire, OX11 ODE, United Kingdom.
Diamond Users: Diamond Users shall include the following persons making use of Diamond instruments: scientists and engineers from academia, research councils and charitable institutions, researchers from commercial and non-commercial organisations and Diamond employees.
UAS: The User Administration Software (UAS) is used to record User information and to facilitate the logistics of proposal and session management.
Diamond Light Source is the UK's national synchrotron science facility, located at the Harwell Science and Innovation Campus in Oxfordshire.
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