When working away from their usual working place employees are entitled to claim travel expenses. Whether it’s attending training, visiting clients, or covering another office, it’s important to understand what you’re entitled to. Employers also need to know their responsibilities to staff.
Below we break down the key things to be aware of when working away from home for your company.
1. Travel Expenses
If you’re required to travel for work (other than your normal commute), your employer should usually cover:
- Mileage or fuel costs if you use your own vehicle (HMRC sets approved mileage rates).
- Train, bus, taxi, or flight tickets if public transport is used.
- Parking or toll fees incurred during business travel.
It’s common to need receipts or mileage logs, so always keep a record.
2. Accommodation Whilst Working Away
If you need to stay overnight, your employer should arrange and pay for reasonable accommodation, or reimburse you if you book yourself. Hotels or serviced apartments are the most common options. Standards vary, but accommodation should be safe, comfortable, and close to your work location.
3. Meals & Subsistence Whilst Working Away
Employers often pay a daily allowance (per diem) or reimburse meal costs when you’re away. HMRC sets guideline subsistence rates (e.g. for meals after a certain number of hours away from your normal workplace). Check your company policy for exact rules, as some firms cap spending or prefer you to claim actual receipts.
4. Working Away Hours & Rest
Even when working away, you’re still protected by the Working Time Regulations. That means:
- You shouldn’t exceed average weekly limits (48 hours unless you opt out).
- You’re entitled to rest breaks and daily/weekly rest periods.
- Travel that is part of your working duties may count as working time (e.g. site-to-site travel).
5. Additional Payments or Allowances
Some companies provide:
- Overnight allowances (sometimes called “night out money”).
- Disturbance or inconvenience payments if working away is disruptive.
- Time off in lieu (TOIL) for additional travel or working hours.
These extras aren’t legally required, but many firms offer them to support staff.
6. Tax Relief
If your employer doesn’t fully cover your expenses, you may be able to claim tax relief from HMRC for:
- Travel to temporary workplaces.
- Meals and accommodation costs.
Claims can usually be made via Self Assessment or HMRC’s online system.
7. Company Policy Matters
Ultimately, what you’re entitled to depends on:
- Your contract of employment.
- Company expense/travel policy.
- Industry norms (e.g. construction, consultancy, healthcare).
Always check your employer’s handbook or HR team for specific rules.
✅ Key Takeaway
When you’re asked to work away for your company, you should not be out of pocket. Employers have a duty to cover reasonable travel, accommodation, and subsistence costs, while also respecting your working time rights. If in doubt, check your company policy and know that HMRC allows tax relief where costs aren’t reimbursed.
