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Description

National Shared Services Office

Government of Ireland

Expenses: Foreign travel

Published on Oct. 10, 2023

Last update on Feb. 29, 2024

Table of contents

  • 1. Foreign Travel: Normal Rate Location
  • 2. Foreign Travel: B&B Room Rate Location
  • 3. Foreign Travel: No Rate Location
  • 4. Foreign Travel: Claiming Meals
  • 5. Foreign Travel: Claiming 10 Euro Supplement
  • 6. Top tips for claiming foreign travel expenses

Foreign Travel: Normal Rate Location

It is important to seek advice from LHR/Finance about dates and times as time on flights may or may not be applicable for a claim in your case.

How to claim

Select New Expense Item. You will be prompted to enter the following:

  • Expense item with foreign details
  • Payment by Me: select this option if your organisation did not pay for the expense item
  • Payment by Company: use only if the expense has been paid for by the organisation and generating the expense is for administration purposes only. If you select this option you will not be paid for the expense item
  • Expense Type: you can leave this blank
  • Value: you can leave this blank
  • From Location: for foreign travel the country and place must be selected from a dropdown menu. You cannot have the same from and to location
  • To Location: for foreign travel the country and place must be selected from a dropdown menu. You cannot have the same from and to location
  • Start Date: dates will default to match the Expense Report. You can amend these if you want to show individual trips but they must fall within the date range entered at the top of the screen
  • End Date: dates will default to match the Expense Report. You can amend these if you want to show individual trips but they must fall within the date range entered at the top of the screen
  • Expense Item Description
  • Then select 'Generate Subsistence'

Foreign Travel: B&B Room Rate Location

There are certain locations that have a B&B or Room Rate that can be claimed as well as the Overnight. Details are available in Circular 07/2017 at circulars.gov.ie under the Overnight section.

Example: Tirana, Albania at a B&B for €120.50 plus overnight rate of 8,919.00

For locations like this, you can claim this as Hotel Accommodation, which is the B&B rate specified for the place in question.

This rate is the maximum that can be claimed as Hotel Accommodation for this Expense Claim as well as the Overnight Rate.

Claim Overnight first. Select New Expense Item. You will then be prompted to enter the following:

  • Select Expense item with foreign details
  • Payment by Me: select this option unless your organisation paid for the expense item
  • Value: you can leave blank
  • To Location: For foreign travel the country and place must be selected from a dropdown menu. You cannot have the same from and to location
  • End Date: dates will default to match the Expense Report. You can amend these if you want to show individual trips but they must fall
  • Then select 'Generate Subsistence'. This will generate the overnight rate and any other subsistence you are due according to the dates and times you have entered. A reminder message will be displayed to advise you to claim B&B also

Claim B&B next. Select New Expense Item. You will then be prompted to enter the following:

  • Expense Type: select Hotel Accommodation. This requires a receipt to be uploaded onto the system. The preferred method is to scan and save your receipts to your PC and upload them to the system
  • Value: enter the value of the hotel. Check circulars.gov.ie for the maximum rate that can be claimed. You must claim for the Hotel in Euro, so for a location with another currency, you must change it to Euro. To do this, go to Actions and click on Currency Detail. The Currency Info screen will allow you to change the currency to Euro. Change the Rate to 1. For Reason enter 'must claim currency rate in Euro'. Select OK
  • From location: for foreign travel the country and place must be selected from a dropdown menu. You cannot have the same from and to location
  • To location: for foreign travel the country and place must be selected from a dropdown menu. You cannot have the same from and to location
  • Start date: dates will default to match the Expense Report. You can amend these if you want to show individual trips but they must fall within the date range entered at the top of the screen
  • End date: dates will default to match the Expense Report. You can amend these if you want to show individual trips but they must fall within the date range entered at the top of the screen
  • Select Save

Foreign Travel: No Rate Location

There are locations that have no rates listed, for example Brazil. For these locations you will need to claim for what was spent along with a 10 euro daily supplement. Please ensure to retain receipts for these locations.

Select New Expense Item. You will then be prompted to enter the following:

Foreign Travel: Claiming Meals

  • Expense Type: select 2.3 Miscellaneous expenses. This requires a receipt to be uploaded onto the system. The preferred method is to scan and save your receipts to your PC and upload them to the system
  • Value: enter the value of the expenses. You can enter the value as the local currency and it will be converted to Euro for payment

Foreign Travel: Claiming 10 Euro Supplement

You can also claim a 10 Euro Supplement per day (1 unit = 1 day).

If the local currency of your destination is Euro you can simply select the 10 Euro Supplement, put in the relevant units and click OK. If the local currency is not Euro, you will need to change the Currency rate to 1 (do not change the currency).

  • Expense Type: select 2.5 10 Euro Supplement
  • Units: enter 1. If the local currency of your destination is Euro, you can select the 10 Euro Supplement, put in the relevant units (number of days) and click OK. If the local currency is not Euro, you will need to change the Currency rate to 1 - do not change the currency. To do this, go to Actions and click on Currency Detail. Change the Rate to 1. For Reason, enter Must claim currency rate in Euro. Select OK

Top tips for claiming foreign travel expenses

  • Always ensure that you have the foreign indicator ticked before you enter anything else in to your expense item
  • Always select locations from the dropdown menu. You cannot free text these for foreign travel
  • You cannot have the same location in the 'From' and 'To' fields. You can put your originating destination as the 'From' location, even if it is for an expense that was in the same location. For example, if you go from Ireland to Barcelona and you have public transport or taxi claims for your time in Spain, you can put Ireland as the 'From' location and Spain Barcelona as the 'To' location, even though this particular item only relates to your travel within Spain
  • Generate Subsistence means that you are asking the system to calculate your subsistence (accommodation and meals) in line with the information that you have entered and should be used when you leave the expense type blank
  • Save means that you have manually selected an expense type from the dropdown and it should be used if you have no further expenses to add to this claim
  • Save and Add New means that manually selected an expense type from the dropdown and it should be used when you have more expenses to add to this claim.

The videos below contain foreign travel examples that will help when claiming expenses.

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travel rates hse

HR Circular 026/2022 – Motor Travel Rates - These new arrangements are applicable from 1st September 2022

Motor Travel Rates

Effective from 1 September 2022

Motor Travel Rates per Kilometre 

Reduced Motor Travel Rates per Kilometre

travel rates hse

IMAGES

  1. Forecasting Your 2022 Travel Budget

    travel rates hse

  2. Fillable Online hse Travel and Subsistence

    travel rates hse

  3. HSE HR Circulars 2006

    travel rates hse

  4. 2GO Travel

    travel rates hse

  5. The 2018 HAR Hosted Travel Agent Fee Survey is Out!

    travel rates hse

  6. travel rates

    travel rates hse

VIDEO

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  6. Spectrum packages will see increased rates next month

COMMENTS

  1. HSE Business Travel Allowances

    Overnight rates. Overnight allowances have 3 standard rates: Normal - €195 (for absences up to 14 nights) Reduced - €175.50 (covers the next 14 nights) Detention - €97.50 (covers each of the next 28 nights) The subsistence allowance payable is not meant to meet the whole cost of subsistence or be a source of profit.

  2. PDF TRAVEL AND SUBSISTENCE NATIONAL FINANCIAL REGULATIONS

    DPER Circular 16/22: Motor Travel Rates DPER Circular 066/2020: Bicycle Mileage Rates Key contacts General Queries around this NFR and Control Queries - Contact Governance and Compliance - [email protected] NiSRP Rollout Queries - For contact details about your specific query, see the NISRP contact page

  3. HR Circular 026 2022 Motor Travel Rates

    HR Circular 026 2022 Motor Travel Rates. DOH Circular 5-2022/DPER 16-2022 - Revision of Motor Travel Rates. Can't find what you're looking for? Call the National HR Employee Helpdesk on 1800 444 925.

  4. PDF July 2022 To: National Director of Human Resources, HSE

    Reduced Motor Travel Rates per kilometre. Engine Capacity up to 1200cc. Engine Capacity 1201cc to 1500cc. Engine Capacity 1501cc and over. 21.23 cent. 23.80 cent. 25.96 cent. Reduced mileage rates apply for journeys associated with an official's job but not solely related to the performance of those duties.

  5. Travel resources

    GSA lodging programs Shop for lodging at competitive, often below-market hotel rates negotiated by the federal government. FedRooms provides federal travelers on official business with FTR compliant hotel rooms for transient and extended stays (up to 29 days). The program uses FEMA and ADA-compliant rooms with flexible booking terms at or below per diem rates.

  6. Travel expenses

    Log your query on Health Shared Services Self Service Portal. Email [email protected]. When emailing the helpdesk include your name and personnel number (or your PPS number if you do not know your personnel number). Phone: 0818 300 296 9am to 4.30pm Monday to Friday.

  7. Travel Advisories

    Level 3: Reconsider Travel: July 31, 2023: Republic of the Congo Travel Advisory: Level 2: Exercise Increased Caution: July 31, 2023: Guinea-Bissau Travel Advisory : Level 3: Reconsider Travel: ... Subscribe to get up-to-date safety and security information and help us reach you in an emergency abroad.

  8. PDF A Guide to using the Travel Business Unit

    Travel security and HSE traveller emergency tracking ℡ 01-8131803/01- 8131828 01-8131891 mailto:[email protected] ... Lost Call Rate less than 3% Complaints Cycle 5 Days Can I still use my own Credit Card to make a travel booking? If you wish, you can use your own ...

  9. PDF HR Circular 026/2022

    Revised Motor Travel Rates. The rates and mileage bands in place since 1st April 2017 have been reviewed in the context of current motoring input costs. The Electric Vehicle (EV) rate is being increased and is being set at the same rate as that applying to vehicles in the middle category of 1,201 to 1,500.

  10. PDF My Travel & Expenses

    2. Click the "My Travel & Expenses" tile. Note: If there is an "Error" showing on My Travel and Expenses this indicates that Travel Privileges need to be set up and approved before you can make a claim. 3. To create a new travel claim select at the end of screen - the Create New Travel Expense screen opens and defaults to current date;

  11. PDF HSE Foreign & Domestic Travel Document

    This document sets out the Health Service (HSE) procedure in relation to official foreign travel and internal flights. Meet the business objectives of the HSE and ensure economic use of resources and to achieve value for money for the tax paver. Submitted on Form FT-1 (Travel Request Form) - download from HSEnet.

  12. PDF HR Circular 027/2022

    Standard Domestic Subsistence Rates. In line with the agreed criteria of reviewing changes in the Consumer Price Index (CPI) in the accommodation and the eating out elements, an increase in the accommodation rates have been identified at 13.5% and as such a new Domestic Overnight rate will be introduced up to €167 per night.

  13. PDF Revised Motor Travel Rates effective from 1st September 2022 Payable to

    Motor Travel Rates 2022 Effective from 1st September 2022 Motor Travel Rates per kilometre Distance Bands Engine Capacity up to 1200cc Engine Capacity 1201cc to 1500cc Engine Capacity 1501cc and over Band 1 0 - 1,500 km 41.80 cent 43.40 cent 51.82 cent Band 2 1,501 - 5,500 km 72.64 cent 79.18 cent 90.63 cent Band 3 5,501 - 25,000 km

  14. gov

    Circular 16-2022 Motor Travel Rates. From Department of Public Expenditure, NDP Delivery and Reform Published on 27 July 2022 Circular 16 - 2022 Motor Travel Rates. Download the file Download. View. Help us improve our site Leave feedback. Do not include any personal details in the box below. ...

  15. HR Circulars 2022

    HR Circular 026 2022 Motor Travel Rates. HR Circular 027 2022 Domestic Subsistence Allowances. HR Circular 028 2022 Revised Dignity at Work Policy for the Public Health Service. HR Circular 029 2022 Application of 1 February 2022 pay adjustments for specified grades BU2 and BU6

  16. PDF Oifig an Stiúrthóra Náisiúnta, Acmhainní Daonna Feidhmeannacht na

    Motor Travel Rates 2017 Effective from 1 '1 April 2017 Motor Travel Rates per kilometre Band 1 0 -1,500 km 37.95 cent 39.86 cent Band 2 1,501-5,500 km 70.00 cent 73.21 cent Band 3 5,501-25,000 km 27.55 cent 29.03 cent Band 4 25,001 km and over 21.36 cent 22.23 cent Reduced Motor Travel Rates per kilometre Appendix 1 44.79 cent

  17. PDF Revised motor travel rates

    Motor Travel Rates 2022 rates effective from 1st September 2022 Motor Travel Rates per kilometre Distance Bands Engine Capacity up to 1200cc Engine Capacity 1201cc to 1500cc Engine Capacity 1501cc and over Band 1 0 - 1,500 km 41.80 cent 43.40 cent 51.82 cent Band 2 1,501 - 5,500 km 72.64 cent 79.18 cent 90.63 cent

  18. Hotel Staff Shortages Threaten to Push Travel Costs Even Higher

    Hotel Staff Shortages Threaten to Push Travel Costs Even Higher Room rates look poised to rise as owners pass on escalating wage costs Vinny Longo's duties include valet and bell services at the ...

  19. Global Travel Risk Map

    High Risk (index value: 3.5 - 4.5) Travel should be reduced to a necessary minimum and be conducted with good preparation and high attention. Medium Risk (index value: 2.5 - 3.5) Warnings often relate to specific regions within a country. However, high attention is still advised when moving around. Low Risk (index value: 0 - 2.5)

  20. Joint Travel Regulations

    Joint Travel Regulations. The Joint Travel Regulations (JTR) implements policy and law to establish travel and transportation allowances for Uniformed Service members (i.e., Army, Navy, Air Force, Marine Corps, Space Force, Coast Guard, National Oceanic and Atmospheric Administration Commissioned Corps, and Public Health Service Commissioned Corps), Department of Defense (DoD) civilian ...

  21. PDF Oifig an Stiúrthóra Náisiúnta, Acmhainní Daonna ...

    Standard Domestic Subsistence Rates The daily subsistence five hour rate has increased to €16.29 from €15.41, and the ten hour rate has increased to €39.08 from €36.97. The standard overnight rate is not being increased. Oifig an Stiúrthóra Náisiúnta, Acmhainní Daonna Feidhmeannacht na Seirbhísí Sláinte Ospidéal Dr. Steevens'

  22. Expenses: Foreign travel

    Foreign Travel: B&B Room Rate Location There are certain locations that have a B&B or Room Rate that can be claimed as well as the Overnight. Details are available in Circular 07/2017 at circulars.gov.ie under the Overnight section. Example: Tirana, Albania at a B&B for €120.50 plus overnight rate of 8,919.00 ...

  23. Travelling Expenses

    Reduced Motor Travel Rates per Kilometre. Engine Capacity up to 1200cc. Engine Capacity 1201cc to 1500cc. Engine Capacity 1501 cc and over. 21.23 cent. 23.80 cent. 25.96 cent . Related Articles. Q. What are the current motor mileage rates? Q. What are the fixed Travelling Allowances payable to Public Health Nurses? Q. Further Information

  24. How to I claim travel and other expenses using HR & Payroll Self

    Views: 521. It is possible to use HR & Payroll Self Service to claim expenses. All expenses claimed must comply with National Financial Regulations (NFRs). Please find link to NFRs here. The following are the list of expenses you can claim using HR & Payroll Self Service: Mileage (Travel ) Mobile Phone costs. Summary of 10hr Rate.

  25. Airplane safety has hit a new record. But these 'critical phase ...

    But despite this, 2023 had the lowest fatality risk and "all accident" rate on record. "At this level of safety, on average a person would have to travel by air every day for 103,239 years ...