Travel & subsistence

Travel and travel-related subsistence costs can be claimed when in support of the MP's parliamentary functions. [9.1]

MPs may claim for travel by public transport, private transport, taxis and hire cars. [9.2]

IPSA will pay an MP’s claims for travel and subsistence costs relating to the following types of journeys:

• journeys between London and the MP’s constituency

• journeys within the MP’s constituency

• extended UK travel, meaning travel to another UK location, not falling under the first two points above

• journeys to and from other countries in Europe (no other international travel may be claimed, except where Parliament is recalled as described in paragraph 10.13) [9.3]

Paragraph 9.3 allows journeys in support of MPs’ parliamentary functions.

However, MPs cannot claim for commuting costs, meaning the journey between their constituency office and constituency residence; or the journey between Westminster and their London Area residence.

Non-London Area MPs can choose to claim for travel to Westminster from outside of London daily instead of claiming accommodation costs. [9.4]

Before making claims for APPG travel or other activities, Members are advised to read the Committee on Standards report on APPGs, published on 29 April 2022, which raised several concerns about the operation of some APPGs.

We are working with the Committee to identify ways of strengthening regulation in this area to assure the public that taxpayer money is being spent wisely and transparently.  

For more information on making claims using IPSA Online visit Getting reimbursed for travel.

You can also read more about Commuting costs.

MPs can claim for extended UK travel if the journey was outside the constituency, or not the routine journey between the constituency and Westminster or a London Area residence. [9.3]

If MPs travel between Westminster and the constituency but make a diversion from the normal route for non-parliamentary purposes, they may claim for a "diverted" journey.

The maximum claimable fare for such a journey is the standard open fare of the direct journey between Westminster and the constituency. [9.5]

MPs must include notes explaining the reason for the journey when claiming for extended UK travel and "diverted" journeys. [9.6]

MPs may claim for journeys by their dependants – as defined in paragraph 3.17 – between their constituency and London. [9.7]

MPs may also claim for journeys by their spouse or partner between their constituency and London. [9.8]

Where a dependant needs assistance from a carer other than an MP’s spouse or partner while travelling, the cost of the carer’s journey may also be claimed. [9.9]

For more information, visit Help with caring responsibilities.

MPs’ dependants, spouses or partners, and other carers must be registered with IPSA before travel can be claimed for them. [9.10]

For more information on making claims using IPSA Online, visit Getting reimbursed for travel.

MPs’ staff are eligible to claim for the same travel costs as MPs with the exception of journeys to and from other countries in Europe.

Claims for travel by members of their families will not be paid. [9.11]

No costs relating to commutes between a staff member’s home and a normal place of work will be paid.

Staff members whose home is their contractual place of work may claim for the cost of occasional and ad hoc travel [if they travel in the performance of their duties] between their home and Westminster and/or the constituency office.

[MPs' staff should] be aware of HMRC guidance in relation to whether the payment or reimbursement of such costs could be subject to tax. [9.13]

Travel costs incurred in order to attend training events may be claimed. [9.14]

For more information on making a claim using IPSA Online, see our guidance on getting reimbursed for travel.

Find out more about commuting costs.

For journeys made by rail, reimbursement will be limited to the rate of an "anytime standard open" ticket for the journey prevalent at the time of the claim. [9.15]

MPs travelling on sleeper train services are additionally entitled to claim for a sleeper supplement for a single occupancy berth. [9.16]

For more information on making a claim using IPSA Online, visit Getting reimbursed for travel.

You can also read more about Commuting costs.

For journeys by public transport, MPs may buy a ticket of any class but reimbursement will be limited to the rate of an economy class ticket available at the time of booking. [9.14]

[If travelling by public transport any class of ticket may be purchased, but only the cost of the standard/economy class journey can be reclaimed.

First-class accommodation can only be fully reclaimed on public transport where the price of the first-class ticket is less than an "anytime standard open ticket".

Upgrades to first-class accommodation on public transport – which can sometimes be purchased on board or via a third-party app – cannot be reimbursed (unless the total is less than an "anytime standard open ticket").]

For more information on making a claim using IPSA Online, visit Getting reimbursed for travel.

You can also read more about Commuting costs.

MPs can buy a ticket of any class – but reimbursement is limited to the rate of an economy class ticket available at the time of booking.

In the case of air travel, "economy" includes "flexible economy". [9.14]

For more information on making a claim using IPSA Online, visit Getting reimbursed for travel.

MPs may claim the cost of a railcard or season ticket which allows savings to be made on future purchases of rail tickets for parliamentary journeys. [9.17]

[Claims cannot be made for commuting costs or journeys that do not have a parliamentary purpose.]

For more information on making a claim using IPSA Online visit Applying for a season ticket loan.

You can also read more about Commuting costs.

Private cars, motorcycles or bicycles may be used as an alternative to public transport.

An MP undertaking a journey by private transport will be reimbursed in accordance with the rates set by Parliament and administered by HMRC.

If the rates change during the year, IPSA will reimburse claims according to the new rates from the date at which they take effect. [9.18]

[If using a private car for a journey with a parliamentary purpose, the correct insurance needs to be in place.

Very often this means that both comprehensive and business cover are required and this should be checked with the individual insurance provider.

The cost of any additional insurance required cannot be claimed.]

Car mileage rate (covering business travel by private car)

45p per mile for the first 10,000 miles, 25p per mile thereafter

Motorcycle mileage rate (covering business travel by private motorcycle)

24p per mile

Bicycle mileage rate (covering business travel by private bicycle)

20p per mile rate

For more information on making a claim using IPSA Online, visit Claiming mileage.

Read about the Constituency mileage pilot and about Commuting costs.

[Some other charges can be reclaimed – including tolls or charges incurred if the journey is for a parliamentary purpose and is not part of a commute.]

MPs using private transport [for parliamentary business journeys, and not commutes] may claim reimbursement of the costs of parking charges, congestion and ultra-low emission zone charging and road tolls.

Penalty charges or additional charges for late payment, or civil charges for traffic, parking or other violations, will not be reimbursed. [9.19]

For more information on making a claim using IPSA Online, visit Getting reimbursed for travel.

You can also read more about Commuting costs.

Taxi fares will only be reimbursed when a journey by taxi is necessary because:

• no other reasonable method of transport is available for all or part of the journey;

• alternative methods of transport are impracticable due to pregnancy, disability, illness or injury of the MP or staff member; or

• MPs have been working on parliamentary business after 10pm. [9.20]

Find out more about late-night working on parliamentary matters.

MPs and staff who have safety concerns about a particular journey – for example, where they are travelling through an area that is isolated or where a protest is happening – can use their judgement about whether to take a taxi instead of walking or taking public transport.

When claiming, they should select 'security' as the reason. Concerns about ongoing security risks should be raised in the first instance with the Members’ and Members' Staff Security Support Services (MSSS) team in the House of Commons so that they can be assessed by security specialists.

When submitting claims for taxi journeys MPs must include a note on the reasons for taking a taxi rather than using public transport. [9.21]

For more information on making a claim using IPSA Online, see our guidance on getting reimbursed for travel.

Find out more about commuting costs.

Hire cars may be used where there is no reasonable alternative.

MPs may claim for the cost of hiring the vehicle, of any fuel used, and insurance purchased. [9.22]

For more information on making a claim using IPSA Online, visit Getting reimbursed for travel.

MPs may claim for the cost of an overnight hotel stay where they have travelled as part of their parliamentary activities, and it would be unreasonable to return to any residence either in the London Area or their constituency. [9.23]

MPs may not claim for hotel stays in the London Area under travel and subsistence, except when they have been working after 10pm on parliamentary matters.

For more information, visit Late night working on parliamentary matters.

The rules covering the use of hotels by non-London Area MPs as an alternative to claiming for rental accommodation in Hotel accommodation costs. [9.24]

Where a dependant needs assistance from a carer other than an MP’s spouse or partner while travelling, and the carer requires an overnight hotel stay, IPSA will pay for the cost of the hotel. [9.26]

Hotel costs claimed under travel and subsistence are subject to nightly cost limits.

MPs may group together a number of nights during a single stay and claim the full amount if the average per night does not exceed the limit. [9.27]

If you are not able to find a hotel within the cost limit, you may be able to claim the additional cost through contingency funding. [10.11]

You will need to evidence that you made a reasonable effort to find a hotel within the limit, beyond the Travel Office and your usual accommodation provider, by submitting screenshots.

For more information on making a claim using IPSA Online, visit Getting reimbursed for accommodation.

Hotel costs claimed under accommodation and are subject to nightly cost limits. [4.10-4.11]

• when staying in a hotel in Europe, or in the London Area, you can claim up to £230 per night.

• for hotel stays inside the United Kingdom but outside the London Area, you can claim up to £165 per night

If you are not able to find a hotel within the cost limit, you may be able to claim the additional cost through contingency funding.

You will need to evidence that you made a reasonable effort to find a hotel within the limit, beyond the Travel Office and your usual accommodation provider, by submitting screenshots.

For more information on making a claim using IPSA Online, visit Getting reimbursed for accommodation.

MPs may claim for the cost of purchasing food and non-alcoholic drinks where they have stayed overnight outside the London Area and their constituency. [9.28]

This is limited to £25 for each night they have stayed away, but the claims can cover purchases made during the day.

For more information on making a claim using IPSA Online, visit Making reimbursement claims.

Where a dependant needs assistance from a carer other than an MP’s spouse or partner while travelling, and the carer requires an overnight hotel stay, IPSA will pay for the cost of the hotel. [9.26]

MPs’ staff and carers may also claim for the cost of food and non-alcoholic drinks when staying overnight in line with the rules. [9.29]

For more information, visit Getting reimbursed for accommodation.

MPs may also claim for the cost of an overnight hotel stay for their staff, where the staff member has travelled in support of the MP’s parliamentary functions, including for training, and it would be unreasonable for them to have to return to their own residence. [9.25]

MPs’ staff and carers may also claim for the cost of food and non-alcoholic drinks when staying overnight in line with the rules. [9.29]

If you are not able to find a hotel within the cost limit, you may be able to claim the additional cost through contingency funding. [10.11]

You will need to evidence that you made a reasonable effort to find a hotel within the limit, beyond the Travel Office and your usual accommodation provider, by submitting screenshots.

For more information, visit Getting reimbursed for accommodation.

MP Staff Travel Costs

This guidance only applies to the reimbursement of travel costs for MP staff members (MPs are subject to different tax legislation).

IPSA aligns with HMRC guidance, which states that travel costs for staff can be taxable or non-taxable.

Tax is a personal matter and while IPSA is not able to offer tax advice, the below guidance clarifies which travel type is eligible for tax relief (non-taxable) and which travel type is not eligible for tax relief (taxable). This is an important consideration, as it can have significant consequences for staff members. It is the staff member’s responsibility to ensure they comply with HMRC guidance when seeking reimbursement.

Travel costs are assessed on the basis that the staff member has one permanent workplace, as set out in their contract. MPs’ staff will be on one of three contract types: office-based, hybrid or home-based.

An office-based contract means that the staff member will work in either the constituency office or in the Westminster office (but not both). A hybrid contract is an office-based contract with an ‘extension’ to allow an option for the staff member to work from home for some of the time. A home-based contract is where the staff member is entirely based at home. It is important that the contract reflects the correct permanent work location, as this will impact what journeys can be paid from IPSA funds.

In all cases commutes and all costs associated with commutes are not eligible travel costs. A commute is a journey between a staff member’s home, or other personal location (such as family member’s home) and their permanent place of work.

Travel costs that may be reimbursed

IPSA will reimburse staff travel costs as non-taxable if all of the following apply:

• The principles of the Scheme are adhered to and factors such as value for money, or alternatives such as holding meetings via a remote method have been considered.

• The cost has been incurred for the staff member's own travel and they are not seeking reimbursement on behalf of someone else.

• The travel has a parliamentary purpose. This means that this is not related to other work, for example party-related work.

• The travel is in the performance of the staff member’s duties, i.e. it is part of their role as agreed and set out in their job description.

• There is a specific business purpose for the journey, such as attending a meeting or surgery. Staff members cannot seek reimbursement for travel to undertake their usual work in a different location.

• The travel is ad hoc and not part of a regular pattern.

IPSA will reimburse staff travel costs as taxable for the following:

Regular travel between the constituency and Westminster for those on office-based and hybrid contracts

Eligible journeys for staff on office-based and hybrid contracts

All travel starting from the workplace will be eligible for reimbursement, as long as the journey meets the criteria outlined.

A travel cost is also eligible for reimbursement if the journey starts from the staff member’s home (rather than the workplace) as long as this is not a commute, substantially the same as a commute, and is the most practical way to complete the journey.

Eligible journeys for staff on home-based contracts

A travel cost is eligible for reimbursement if the journey starts from the staff member’s home as long as the journey meets the criteria above.

A home-based staff member will not have a commute as they are expected to carry out all of their work from home and will rarely attend the office or other workplace.

Travel costs that are not eligible for tax relief (taxable)

All travel that has a regular pattern will not be eligible for tax relief and will be taxable.

This applies only to staff on hybrid and office-based contracts, because staff on home-based contracts are expected to travel very rarely in support of their duties.

Regular travel between the constituency or Westminster for staff on hybrid and office-based contracts will be taxable. This is because the regularity of the travel could mean that the constituency or Westminster becomes a secondary workplace, particularly if a staff member is able to perform a significant part of their role there; are contactable; and/or have a desk or other support that they regularly use.

Staff members are advised not to travel or seek reimbursement from IPSA for those regular journeys where there is no specific reason for doing so.

If staff seek reimbursement for regular travel, we will review this and we may ask for more information. If we believe that the wrong travel expense type has been selected, the claim will be returned and we will ask for this to be reconsidered. If ‘submit anyway’ is selected (with no changes), we will infer that the travel expense type selected is correct and that the staff member and the person authorising understands the personal tax liability.

Both MPs and their staff members should ensure that they can demonstrate that any travel costs are accurate and that they meet the criteria as set out in this guidance and that adequate records are kept (for example diary records, meeting agendas etc). Records may need to be produced in future to verify the taxable status of the travel.

Staff travel costs that will not be reimbursed

IPSA will not reimburse costs for any of the following travel:

• Any journey that does not have a parliamentary purpose, or is not required for the staff member to carry out their role.

• Any costs associated with a commute, or a journey that is substantially the same as a commute.

• Driving another person somewhere unless the staff member also has to attend as part of their role, for example driving someone as a favour or ‘chauffeuring’.

• Regular or routine travel to a secondary workplace unless the exception of regular travel as outlined above (the staff member has an office/hybrid contract and travels regularly between the constituency and Westminster only)

• Regular or routine travel for home-based staff members

A commute is a regular journey to and from one's place of work.

Travel costs incurred as a result of a commute are not allowed under the Scheme. These include mileage, bus or train fares, tolls, congestion and costs for parking.

For a London-area MP, both the journey between their London-area residence and their constituency office and the journey between their London-area residence and Westminster are considered commutes.

For a non-London-area MP, the journey between their constituency residence and the constituency office and the journey between their London residence and Westminster are considered commutes.

For MPs' staff, a commute is considered to be the journey made to an office that is their permanent place of work, as stated in a staff member’s contract of employment. For those on office-based and hybrid contracts, this means their commute is between their home and the office.

Private or personal journeys and journeys between any other home, residence (or another place) and the normal place of work are considered commutes.

For MPs, this includes staying at a location other than their constituency or London residence but travelling to their constituency office or Westminster to begin work.

Examples

An MP travels 15 miles from home to work in their constituency office. In completing this journey they pay a congestion charge and then pay to park in the local car park.

None of these costs are allowed under the Scheme.

Occasionally they stay with friends in a location 50 miles away from their constituency office. As the stay at their friend’s house is for personal reasons, the journey to their normal place of work from that location is considered commuting and is not claimable under the Scheme.

Exceptions to the commuting rule

The only exception to the commuting rule is when working after 10pm on parliamentary matters, MPs may claim the cost of a taxi to return to their London-area residence or to a London-area hotel.

If this journey is undertaken before 10pm, this is considered a commute and is not claimable.

Journeys and travel costs that are allowed under the Scheme

The Scheme allows all MPs to reclaim travel costs if a journey is not a commute but another journey is required for a parliamentary purpose – including those within a constituency or other extended travel in the UK.

If the journey does not have a parliamentary purpose, it cannot be claimed for.

London-area MPs can claim the travel costs for journeys between their constituency office and Westminster.

Non-London-area MPs can also choose to travel to Westminster from outside of London on a daily basis as an alternative to claiming accommodation costs. Due regard should be given to the method of transport and value for money when undertaking this journey.

Example

A London-area MP travels five miles from their home to go to work in their constituency office. In completing this journey, they pay a congestion charge and then pay to park in the local car park. None of these costs are allowed under the Scheme because they are part of a commute.

During the day they leave their constituency office to travel to Westminster, before returning to their London-area residence in the evening.

The MP can only claim for the journey from the constituency office to Westminster because both the journey to the constituency office at the start of the day and the journey home from Westminster at the end of the day are considered commutes.

The congestion and parking costs incurred as part of the commuting journey cannot be apportioned or claimed as part of the day’s travel.

If the MP paid a congestion charge specifically as part of the journey from the constituency office to Westminster, it can be claimed under the Scheme.

The value for money principle should always be considered when making travel arrangements.