Novartis UK travel and expenses guidance

• Flights must be booked via the appointed Novartis Travel Agency (‘Agency’). The Lowest Logical Air Fare (LLAF) needs to be selected, in as far as this is practical, and the Novartis Travel Agency will have been instructed about the practical aspects of this type of fare.  Due to the medical conditions of some Speakers engaged for Novartis Events, exceptions and special travel and accommodation arrangements can be provided.
• When submitting expenses for reimbursement, you need to submit all receipts (which must be in your name and in line with the agreed travel period). 
• Consultants can travel Business Class (or Business Class equivalent), for flights (total time in the air) that are scheduled to take longer than six (6) hours.
• Attendees can travel Premium Economy for flights (total time in the air) that are scheduled to take longer than six (6) hours.
• In as far as is practical, routing can only be direct, i.e., from home to the Novartis Event, and home again.
  • The length of stay should be tailored to the time required for the scientific/educational engagement and should not represent any additional benefit.
  • Luggage check-in fees appropriate for the purpose of the trip can be reimbursed.

• Costs for the use of a taxi for travel to the nearest airport/train station and return can be reimbursed.
• Costs for the use of a taxi for travel to the Event venue is only permitted if this is a more justified option than public transport and needs to be documented ahead of the travel date.
• Long distance taxis may only be reimbursed if a more timely or safe option (train or flight) is unavailable.
• Transportation for the following can be reimbursed: 
  • Home → rail station/airport → return 
  • Airport/rail station → hotel/meeting location → return 
  • Place of work → meeting location → return 
  • Personal car for travel to the engagement venue is only accepted if this is more justifiable than other ground transportation options and provided such arrangement is agreed with Novartis in writing. 
• For Consultants, first class travel is permitted where the single train journey is longer than two (2) hours. 
• For Attendees, our standard policy is economy class.
• Flexible tickets can be booked when rail is being used to travel to/from airports for flights. 
• If you have a disability that affects your ability to use public transportation, taxi services may be provided/reimbursed with agreement by Novartis. 
• Parking and toll expenses are permitted.

Car rentals are not permitted.

• If you wish to extend your stay in a location to which you have travelled for Novartis, unfortunately Novartis is unable to facilitate the arrangements for your extended stay.

• Hotel Accommodation is permitted if justified by the timings of the event and the distance required to travel to it. 
• Lodging can only be covered for the night in relation to the event. 
• Must be booked via the Agency.
• Expenses associated with the booking of the hotel accommodation separately cannot be claimed. 
• Room upgrades are not permitted, and lodging must not be above 4-stars. 
• The below hotel rates per night are provided as guidance (including breakfast and tax):  
  • UK (except London) 4 star hotel: £200  
  • London 4 star hotel: £250 
• Due to the medical conditions of some Patients engaged for Novartis Events, exceptions and special travel and accommodation arrangements can be provided

• Maximum meal limits per head must not exceed the following (including food, drink, VAT and gratuity:
  • £30 GBP for breakfast  
  • £35 GBP for lunch  
  • £84 GBP for dinner  
• Meal costs must be submitted with valid receipts.

• Reasonable and modest expenses only can be reimbursed. An Honorarium & Expense Form provided by Novartis must be completed and submitted with valid receipts.  
• Where Novartis is providing catering, expenses for additional meals and refreshments cannot be claimed. 
• Meals or refreshments purchased during transit will only be considered for reimbursement if the individual is unable to reach their return location at a reasonable time.

• Registration for the Event
• Visa and vaccination costs related to the Novartis engagement are permitted (excluding passport issuance/prolongation).
• Due to the medical conditions of some Patients engaged for Novartis Events, exceptions and special travel and accommodation arrangements can be provided (including a permanent care giver can be provided)

Novartis shall not reimburse: 

• Any expenses associated with spouses/partners/family members. 
• Stand-alone entertainment, in-room movies or services (including mini-bars etc.) or other social/personal activities. 
• Personal long-distance telephone calls. 
• Health clubs fees and/or sporting activities. 
• Personal purchases/hotel shops /babysitting/laundry. 
• Airport and/or In-Flight Wi-Fi. 
• Excess baggage fees that is not related to the Novartis event. 
• Lost/damaged luggage and loss/theft of personal valuables. 
• Fines and/or penalties.