Widening Participation Travel Reimbursement Guidance

1. Scope

All prospective students who are called for interview are expected to attend a Multiple Mini Interview (MMI) and those who receive an offer are invited to attend an on-campus Offer Holder Day. However, we recognise that the financial cost of visiting universities can be a concern. We would therefore like to offer support with the travel costs associated with visiting the University of Edinburgh for those who travel a significant distance and who meet our widening participation criteria (as defined below).

We look at the following factors within our widening access offer policy to identify what we call "Plus Flag" indicators:

• Where a candidate lives (their home postcode)
• The school or college a candidate attends
• A candidate's personal circumstances (if they are care experienced, or a refugee or asylum seeker)

2. Eligibility

To be eligible to receive the reimbursement of travel expenses:

• The candidate must have been identified as PLUS FLAG on the University's EUCLID system (which uses the above criteria) when invited for interview
• The candidate must attend their interview or Offer Holder Day on the confirmed date
• The candidate must have travelled from Scotland, England, Northern Ireland or Wales 

3. Claims for travel expenditure

• Travel reimbursement can only be used towards a train/coach/ferry/flight at the most economical rate available and based on the most economical route (in standard /economy class).
• Travel should be from the home location listed on the candidate's UCAS Application Form and the nearest train, bus, coach station or airport to the University.
• Train/air tickets should be purchased as far in advance as possible in order to minimise costs.
• Travel to and from train station or airport by public transport will be reimbursed.
• Costs of first-class train tickets will not be reimbursed.
• The cost of travelling by taxi will not generally be reimbursed. If travel by taxi is essential due to personal circumstances (for example, a disability which means that public transport is not possible), please contact us in advance of travelling to discuss this - contact details can be found at the bottom of this page.
• Travel by private car/motorbike will be reimbursed. Approved mileage rates can be found on the HMRC website. The distance claimed should be the quickest journey between the candidate's home/travel postcode and the University's postcode (EH25 9RG), according to Google Maps.

HMRC - Approved mileage rates

• For a candidate who has no option but to stay overnight, we will consider this as part of their claim and they should contact us prior to booking travel - contact details can be found at the bottom of this page.
• The candidate must enter their own bank details onto the Payment of Non-Staff Expenses form, which the Admissions Team will send directly to the candidate. If the bank details do not match the candidate's name on the form, the payment cannot be processed.
• Claims can be submitted up to 28 days after the interview has passed. Any claims submitted after this date will not be processed.

4. Terms and Conditions

• The candidate must submit the Widening Participation Travel Reimbursement Form at least 14 days prior to attending their scheduled interview or Offer Holder Day.
• Only one travel expenses claim per interview and one travel expenses claim per Offer Holder Day will be paid to a candidate per application year. Whilst a candidate is welcome to visit on additional occasions, the University will only contribute towards travel costs for interview and Offer Holder Day.
• If the candidate is unable to attend their interview or Offer Holder Day day due to illness or public transport cancellations (and is unable to get their travel costs refunded), we ask that they contact us to discuss further - contact details can be found at the bottom of this page.
• In exceptional or specific circumstances (e.g. where a health condition might make it difficult to travel to Edinburgh and back in a day), we may be able to offer support towards other costs incurred relating to a candidate's interview. Candidates should contact us if they have any questions regarding this - contact details can be found at the bottom of this page.
• The reimbursement of travel expenses is only available to contribute towards the costs of the candidate's journey to the University. Costs of anyone accompanying the candidate will not be reimbursed. However, if the candidate requires a carer to accompany them, then this is something that we may be able accommodate. Candidates should contact us if they have any questions regarding this - contact details can be found at the bottom of this page.
• The "Payment of Non-Staff Expenses" form must be filled in correctly and the candidate must provide satisfactory copies of travel receipts. Ideally, the claim should be made retrospectively (i.e. after interview). However candidates are invited to contact us if this causes them any hardship or financial difficulties - contact details can be found at the bottom of this page.
• Travel reimbursement will not cover any costs other than public transport or mileage rates, so the costs of any accommodation, subsistence, travelling time or parking fees incurred are all unrecoverable (unless there are exceptional or specific circumstances, as mentioned above).
• Travel expenses will be paid by BACS into the candidate's nominated bank account via the payment information provided on the "Payment of Non-Staff Expenses" form that will be sent to candidates directly.
• For information about how a candidate's personal data will be processed, please see our privacy statement for applicants

Privacy statement for applicants