TRAVEL POLICY

FOR IN-PERSON EVENTS

If you require financial assistance to attend our in-person events, GROW can offer you a travel reimbursement!

To ensure you meet the conditions required and provide us with all the necessary information to make a successful claim, please follow the guidelines and rules below:

  1. When booking your travel, please ensure you retain copies of all travel tickets and receipts, as these will be necessary for the reimbursement process. 

  2. You must attend the event to receive a reimbursement of your travel expenses. Attendance will be taken when you sign-in to the event. 

  3. Your journey must only utilise public transport - no taxis, Uber, Bolt or other forms of private travel will be covered. Accommodation is not a reimbursable expense. 

  4. Your journey must be standard class, the most direct route possible, and the most cost-efficient route possible. Only reasonable travel expenses will be reimbursed (to be assessed at the sole discretion of GROW Mentoring). 

  5. You may only claim travel expenses for yourself. GROW will not reimburse travel expenses for anyone who accompanied your journey, but did not attend the event. 

  6. We will only provide reimbursement for travel to and from the bus/train station you mentioned in your sign-up application. If you are a university student, please ensure you indicate the correct station you are travelling from!

For our annual Next Gen Summit, we only provide travel reimbursement for attendees travelling from beyond Zone 6 of London, up to a maximum reimbursement value of £60 without pre-approval. We can approve flights in exceptional circumstances but this requires pre-approval.

For our coffee mornings and other events under three hours in duration, we provide reimbursement up to a maximum value of £40 without pre-approval. We do not approve flights to coffee mornings and other events under three hours in duration.

If your costs are likely to exceed the maximum reimbursement amount for the event you are attending, please contact finance@growmentoring.org to request pre-approval.

For all other events, specific policy guidelines will apply and will be confirmed via email to attendees.

This Policy and any communications referred to herein constitutes the entire Travel Policy of GROW Mentoring and shall supersede any promises, agreements, representations, undertakings or implications whether made orally or in writing between you and us relating to the subject matter.

Travel Reimbursement Form

Frequently Asked Questions

  • Yes! All you need to do is take photos of every ticket and receipt you have, and email those in alongside your travel reimbursement form.

  • While we are able to reimburse contactless TfL payments in exceptional circumstances, we would prefer that you either purchase a physical ticket for your journey or retain journey details and costs through your Oyster card account.

  • A receipt is a document which must include the following information:

    1. Where you travelled from, and to;

    2. Whether your ticket is a single or return;

    3. How much the ticket cost; and

    4. The date/time which your journey took place.

    Usually, public transport providers call these documents “receipts”, “expense receipts” or “invoices”. This is not the same as your journey confirmation email.

  • Yes! All you have to do is sign-into TfL Oyster and send us a screenshot of the journey you made, and how much it cost. This information can be found under the “Journey History” tab.

  • The subject line should read: “Travel Expenses [Insert Event Name]”.

    Please do not refer to the name of a law firm or organisation unless it is in the title of the event.

    Feel free to use the following email template when contacting GROW about your travel reimbursement:

    ***

    Hi Alex,

    Please find attached my travel reimbursement form, all my receipts, and copies of my travel tickets for [Insert Event Name].

    I can confirm my travel costs amount to £[Insert Number], and this [has/has not] been pre-approved by GROW.

    Kind regards,

    [Your Name]

  • We accept travel expense claims for one week following an event.

    For example, if an event is held on 13 Friday, you have until 11.59pm the following Friday to submit your travel reimbursement form and any supporting travel tickets/receipts.

    This deadline also applies to attendees who need to pre-approve travel liable to exceed the maximum reimbursement value for an event.

  • When providing information regarding your location, you must name the bus/train station you are travelling from.

    When signing up to events, make sure you know which bus/train station you will be utilising for your journey. We will not be able to reimburse any travel for attendees who provided incorrect travel information.

  • As long as your journey utilises public transport, is the most direct route, and the most cost-efficient route - yes!

    When you receive a confirmation email regarding the event, you must email alex@growmentoring.org screenshots of your proposed route (and its costs) so it can be pre-approved.

    We will not reimburse any expensive travel that has not been pre-approved.

  • All travel reimbursement forms must be completed using our Travel Form and supporting travel tickets/receipts must be emailed to alex@growmentoring.org

    We do not accept physical copies.

  • All you need to provide is the name of the bus/train station that you are travelling from. This is so we can check it matches your travel tickets/receipts.

    Unfortunately, if you do not provide this information, your application will be incomplete and we will not be able to reimburse your travel costs.

  • GROW are able to reimburse fuel costs if it is more cost-effective than utilising public transport. GROW will not be able to cover the cost of parking.

    To calculate your fuel costs, please input your journey information into the AA Mileage Calculator, and attach a screenshot of the calculated expenses to your travel reimbursement form.