At Future Asset we want to make participation in our events and activities accessible to individual students, and schools from across Scotland.

Thanks to the generous support of our partner investment management firms, Future Asset can reimburse travel and subsistence costs for eligible educators and students attending approved Future Asset activities and events.

This policy sets out our rules for claiming expenses.  Please note that while we aim to support as many students as possible across Scotland, our travel budget is limited. We prioritise cost-efficient travel and only cover accommodation where strictly necessary, based on travel distance and timing.

If you have any questions, please contact us at info@futureasset.org.uk

Claiming and Payment of Expenses

·       Participants must book and pay for travel costs upfront, then claim reimbursement by completing an expense claim form and submitting it with all receipts.

·       Reimbursement will only be made if travel complies with this policy or has been pre-approved by the Future Asset team.

·       Expenses will be paid in to your nominated bank account by bank transfer within 1 month of the receipt of the completed form and receipts

·       All expenses must be claimed within 2 months of being incurred. 

Travel Policy

•       Primary Travel Option: Free bus travel using a Young Scot/National Entitlement Card must be the first choice where practical.

•       Secondary Option: If bus travel is not practical, standard-class train travel should be used, booked as far in advance as possible to obtain the best rates.

•       Approval Required: If you’re requesting travel funding for an event not arranged by Future Asset (e.g., firm visits), contact us in advance for approval.

•       When traveling by train, please take advantage of available discounts such as:

o   Young Scot Card discounts

o   Kids travel for £1

o   Family and Friends Railcards, etc.

o   Tips on getting cheapest train fares can be found on Moneysavingexpert.com

•       Group Travel: Where multiple attendees are traveling from the same location, they should coordinate travel to minimise costs (e.g., carpooling or group rail tickets).

•       Car travel may be reimbursed at 45p per mile in line with HMRC Mileage Allowance Payments. We ask that where possible you park in places that are free, however, we are able to reimburse reasonable parking charges provided you obtain a receipt.

•       Air Travel: If air travel is required due to location constraints, it must be pre-approved by Future Asset, and only economy-class fares will be reimbursed.

•       Travel costs cannot be reimbursed for cancellations or no-shows at events.

•       If public transport is not available, please request a quote in advance for approval (e.g., for taxi or minibus travel).

Accommodation Policy

If your school (home location for individual students) is more than 70 miles from the event venue, Future Asset may arrange and pay for accommodation for the night before the event. This is to be pre-booked and paid for by Future Asset and will be allocated to schools on a first come first served basis.

·       Eligible schools must request accommodation as soon as possible after booking their places at the event.

·       Accommodation is booked and paid for by Future Asset on a first-come, first-served basis and cannot be guaranteed.

·       Chaperoning & Supervision: Schools are responsible for ensuring appropriate supervision for students staying overnight.

·       Additional Nights: Accommodation is only covered for the night before the event. If an attendee requires an additional night’s stay due to exceptional circumstances (e.g., travel disruption), this must be pre-approved.

·       Hotel Incidentals: Future Asset covers the cost of bed and continental breakfast only. Any additional charges (e.g., room service, minibar, extra meals) are the responsibility of the attendee or school.

·       Room arrangements:

o   Pupils: Twin or triple rooms

o   Staff: Single rooms

·       Cancellation/no-show policy: Schools may be charged the full cost of the accommodation in these cases.

Subsistence Policy

Future Asset provides a subsistence allowance as follows:

•       Evening Meal: £20 per person if staying overnight.

•       Lunch: £10 per person if not provided at the event or by the host firm.

•       Receipts must be submitted with the expense claim.

•       Subsistence is only offered: For dinner if staying overnight, and breakfast the following morning if not included with the accommodation.

 Note: The purchase of alcohol will not be reimbursed.

Future Asset, April 2025