For the purposes of this guidance “Novartis” refers to Novartis Pharmaceuticals UK Limited, which is registered at 2nd Floor, WestWorks Building, White City Place, 195 Wood Lane, London, W12 7FQ.
References to “Consultant” mean an individual providing services to Novartis under a consultancy agreement.
References to “Attendee” mean an individual who is not providing services under a consultancy agreement to Novartis, but is attending a Novartis or a Novartis sponsored event.
Flights can be booked via the Novartis Travel Agency (“Agency”) if required. If booked directly with an airline, Novartis will only reimburse travel costs up to the amount quoted in writing by the Agency. This amount must always be verified by the actual costs incurred as documented by the original travel documentation, including detailed receipts.
When submitting expenses for reimbursement, you must submit all receipts which must be in your name and in line with the agreed travel period.
Consultants can book Business Class (or Business Class equivalent) if continuous flight time (total time in the air) is five (5) hours or above. In the event that only a one-way journey meets the Business Class criteria, both segments can be booked Business Class.
Attendees can book Economy only but can pay at their own expense the genuine cost of an upgrade. For flights that are scheduled to take longer than six (6) hours, Premium Economy or similar can be booked.
The length of stay should be tailored to the time required for the scientific/educational engagement and should not represent any additional benefit to the Consultant or Attendee.
Luggage check-in fees appropriate for the purpose of the trip can be reimbursed.
For Consultants, First Class travel is permitted where the single train journey is longer than two (2) hours.
For Attendees, Standard Class travel only is permitted, regardless of journey length.
Travel should be booked as fixed ‘Advance’ tickets’ where possible. Flexible ‘Anytime’ tickets are an exception and a rationale should be provided to your Novartis contact before booking.
Car Rentals are not permitted.
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
Private/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.
Mileage driven (calculated at the prevailing mileage rate determined by Novartis can be reimbursed).
Taxis are permitted.
Subject to the bullet point below, no long distance car services may be provided/reimbursed if reasonable (e.g. timely and safe) public transportation (train or flight) is available.
If you have a disability that affects your ability to use public transportation, car services may be provided/reimbursed with agreement by Novartis in writing.
Parking and toll expenses are permitted.
Extension of stays for personal reasons
If you wish to extend your stay in a location to which you have travelled for Novartis, Novartis is unable to facilitate the arrangements for your extended stay. You should contact the airline and amend the booking directly. If the airline is not able to amend the booking directly, the Agency may assist you to extend your stay beyond the engagement for personal reasons provided:
Novartis does not fund any portion of the extended stay; and
Novartis associates do not facilitate the extension; and
Novartis does not pay for the full agency fees incurred.
The above criteria apply even if the change in stay due to personal reasons results in a potential reduction in travel cost.
Hotel Accommodation (includes applicable taxes)
Permitted if justified by the timings of the event and the distance required to travel to it.
Lodging can only be covered for nights in relation to the event.
Can be booked via the Agency or directly.
The Consultant/Attendee cannot claim expenses associated with the booking of the hotel accommodation separately.
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
Meals & Refreshments
Maximum meal limits per head (including, food, beverages, tax and gratuity):
£25 GBP for breakfast
£30 GBP for lunch
£60 GBP for dinner
Meal costs must be submitted with valid receipts.
Alcohol consumed as part of any event, must be reasonable and costs should be kept to a minimum.
Individuals are responsible to determine their own personal alcohol tolerance/limit. This should not in any way encourage the consumption of alcohol.
For guidance, half a bottle of wine or two (2) bottles of beer per head with an evening meal only would be regarded as reasonable. Sparkling wines, spirits and liqueurs will not be reimbursed.
Reasonable and modest expenses only can be reimbursed. An Honorarium & Expense Form provided by Novartis must be completed, submitted with valid receipts.
Where Novartis is providing catering, the Consultant/Attendee cannot claim expenses for additional meals and refreshments.
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.
Visa and vaccination costs related to the Novartis engagement are permitted (excluding passport issuance/prolongation).
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.