Policies

Genome Research Limited (GRL), operating as Wellcome Sanger Institute, is the controller responsible for your personal data as collected through Connecting Science’s learning and training programme.

We collect and process your personal data when you visit our webpages, register for events, sign up for information or newsletters, attend events/courses/conferences, apply for a bursary or carer’s grant, submit an abstract, or otherwise contact us in relation to the services offered by Connecting Science.

This Privacy Notice provides information on how we collect and process your personal data when you interact with Connecting Science’s learning and training programme, or otherwise provide us with your information.

For more detailed information please click here to read GRL’s Privacy Policy, and please click here to read our Terms of Use. You should read these in conjunction with this Privacy Notice. In the event of any inconsistency between these terms, please note that this Privacy Notice will take precedence.

Our legal basis for processing personal data

Our legal basis for processing personal information is usually for our legitimate interests, if we have your consent, for the performance of a contract or to meet our legal obligations. We may collect and use your personal data if it is necessary for our legitimate interest and so long as its use is fair, balanced, and does not unduly impact your rights. We may process personal information because it is necessary for the performance of a contract to which you are a party (such as events registration), or because we are legally obliged to do so (such as security and welfare).

The data we collect about you

We may collect, use, store and transfer different kinds of personal data about you as follows:

• Identity Data.
• Contact Data.
• Financial Data.
• Transaction Data.
• Technical Data.
• Profile Data.
• Usage Data.
• Cookie Data.
• Marketing and Communications Data.
• Photographic Data.
• Social Media Data (including handles).
• Feedback and Survey Data.

How we use your personal data

We will only use your personal data for the purpose for which we collected it which includes the following:

• To register you as an event/course/conference participant, speaker or attendee.
• To process and deliver events/courses/conferences that you have signed up for.
• To manage your relationship with us.
• To enable you to participate in a bursary or award selection, or to complete feedback or surveys.
• To improve our website, products/services, marketing or outward facing relationships.
• To recommend events or services which may be of interest to you and to tailor your experience of our website in the future.
• To promote and market other similar events or services, including paid-for marketing campaigns (for photographic data only).

How we share your personal data

We may share your personal data within GRL, and occasionally with selected external third parties who are directly involved in our activities or otherwise connected to GRL, and where sharing such data is required to deliver events, conferences, courses or other related facilities and services. Third parties may include marketing agencies, academic institutions, and technical support organisations. This may mean that your personal data is transferred outside of the UK and EU.

International transfers

We may transfer, store and process your data internationally due to the nature of the events, courses, conferences and related facilities and services we provide. Where possible, we will only do so to countries that are of an adequate level of protection for data privacy and we will ensure a similar degree of protection is afforded to it by agreeing relevant safeguards. This may include any personal data that we hold about you from our Global Training Programme, which by its very nature, will include international transfers to our collaborating institutions across the world.

Cookie data

A cookie is a small text file which is placed on your computer’s hard drive by a website. When you visit our website, your browser checks to see if it has any cookies for that website and then sends the information contained in those cookies back to the website in order to improve your experience. Cookies record information like permissions and preferences. We may also use third parties such as Google Analytics, to set cookies on your devices to help us better understand visitors to our website. Google Analytics will collect anonymous usage and visitor behaviour information which helps us better understand the demographic of our visitors and their interests or needs. For additional information about Google’s privacy practices, please click here to visit their website.

How long we keep your information for

We will hold your personal information on our systems for as long as it is necessary for the relevant activity. It will be deleted when it is no longer reasonably necessary, or you have exercised your rights to object to processing. We may retain your personal data for longer in the event of a complaint or a contemplated litigation.

Your legal rights

For details of your rights under data protection laws, including the right to receive a copy of the personal data we hold about you and the right to make a complaint at any time to the Information Commissioner’s Office, the UK regulator for data protection issues (www.ico.org.uk), please see our privacy policy aforementioned.

Contact details

We have appointed a data privacy handler. If you have any questions about this privacy notice or our data protection practices please contact dataprotection@sanger.ac.uk or write to Data Protection, Legal Dept, Genome Research Ltd, Wellcome Genome Campus, Hinxton, Cambridge CB10 1SA.

 

Payments

Payment can only be taken online with a credit or debit card.  It is not possible to register and pay on site. If you have any difficulties with the payment site please contact the event organiser.

Online payments are subject to the following payment conditions:

For conference registrations (i.e. where places are offered on a first come first served basis). Payment must be received as detailed on the event webpage before registration is confirmed.  Admittance to the event without prior payment/proof of payment will not be permitted.

For events requiring an application (i.e. the majority of courses), payment will be requested after a candidate has been selected and invited to register fully.  The acceptance and payment for events must be received no later than 10 working days after the invitation has been issued.  The programme reserves the right to withdraw the offer of a place should payment not be received by the due date.

If you have any difficulties please contact the event organiser.

Cancellation and refund policy

Cancellation by the attendee – onsite registration

All notices of cancellation must be sent by email to the event organiser.  Cancellations with less than 30 days’ notice prior to the event will incur 100% of the fee.

Cancellation by the attendee – virtual registration

All notices of cancellation must be sent by email to the event organiser.  Cancellations with less than 6 days’ notice prior to the event will incur 100% of the fee.

Cancellation of, or changes to, the Event

We reserve the right to amend the  event programme.

If the event has to be cancelled due to circumstances beyond the control of the event organiser, the full registration fee will be refunded.  All refunds will be made to the credit or debit card used for the initial payment.

WCS  will not be liable for any extra costs incurred by delegates, such as those associated with travel, accommodation or visa applications, etc.

Health and Wellbeing

Cancellation by the attendee – for onsite registration type

In the event that an attendee is unable to attend in person due to a medical reason, please contact the event organiser.

All refunds will be made to the credit or debit card used for the initial payment. 

WCS  will not accept liability for other costs associated with attending an event such as travel, external accommodation etc.  We suggest booking flexible travel and take out travel insurance that covers for these eventualities.

Travel visas

Visa-related costs will not be reimbursed (e.g. visa application fee or embassy travel costs, etc.) under any circumstances.  Please note that a refund of registration fees will not be given to those whose visa application is declined if you inform us less than 30 days prior to the event (see cancellation by attendee above).

Medical insurance

Attendees must have appropriate travel and medical insurance for the duration of the event.  The Learning and Training programme will not be liable for any medical costs should the attendee require hospital or medical attention not any associated costs (travel, extra accommodation, etc.).

Damage to property

If an individual causes any damage to any property relating to the event (including accommodation) they will be liable to pay the full cost of repair or replacement.

Your details and your data

By registering/applying for a learning and training event, you have agreed that we will contact you about logistical and other information related to the event itself.  We will share relevant details with instructors or programme committees, when appropriate. For example, but not limited to, selecting applicants for a course or choosing abstracts for a conference, bursary application or poster prize.

For events that are co-organised with partners, we may share your contact details with them. We will not share your details with third parties unconnected to the event you have attended.

You have the option to share your details in the attendee list featured in the event materials, which will be circulated to our our attendees.

You can sign up to our marketing list to hear about future events in our programme.  Please note you can unsubscribe from our marketing emails at any time.

Data will be held by us internally for a maximum of five years.

Any data held outside of our registration system will be de-identified.

Health and Safety for Laboratory Training Courses

These courses uses a range of laboratory chemicals, equipment and techniques, for which we have the appropriate Risk and COSHH Assessments. Some of these chemicals could be hazardous for pregnant women, those who have given birth within the past 6 months, or who are breastfeeding.

The Genome Campus is a large site, and there is a reasonable amount of walking between the labs, lecture theatre, accommodation and restaurant.

If you have any health issues for which you would be required to have additional Risk Assessments or COSHH assessments, including a disability, please advise your Event Organiser who will arrange for our Laboratory Manager to contact you in confidence, at least 1 month before the course commences where possible, so we can ensure that the appropriate safeguards are in place, or provide assistance where required. Under some circumstances individuals will not be able to carry out every part of each experiment or may not be allowed to attend demonstrations where it is not safe for their health to do so, however these form a minimal part of the course.

Attendance at Learning and Training Events

We expect attendees to participate in all sessions of a course to receive the certificate of attendance.

All event attendees (whether participating online, in person or on campus) are expected to abide by this Code of Conduct. We aim to ensure that the ethos of the programme is followed and that no individual or groups feel harassed or uncomfortable participating in the event or at social activities, in-person or online.

Ethos

The events are a partnership between the expertise of the courses and conference team, in scientific event management and educational programme development, and the expertise of the scientists and clinicians. We support the dissemination of knowledge in an open and respectful environment. Our events support the highest academic quality and integrity and, where sponsorship has been obtained, or conflicts of interest arise, this will be open and transparent. We promote diversity and equality and do not discriminate on gender, race, age, religion, physical appearance, disability, sexual orientation or any other information provided.

We aim to provide a friendly, safe and welcoming environment for all course and conference participants. Therefore, we ask all attendees treat all speakers and participants with respect, courtesy, and professionalism.

Code of Conduct

1. Be aware that certain language and images can offend groups and cultures different to your own. If you have any doubt about whether specific language or images in your presentations could be misinterpreted, remove them.

2. We will not tolerate harassment or intimidation of any person, whether verbal, physical, or written (including on our virtual event portal, networking channels, social media, or by email).

Harassment includes, but is not limited to:
a. Offensive or unwanted comments on gender, race, age, religion, physical appearance, disability, sexual orientation.
b. Use of sexual images, inappropriate physical contact, unwelcome sexual attention or stalking.
c. Sustained interruption of speakers or those asking questions.
d. Unwanted photography or filming.

Intimidation includes, but is not limited to:
a. Making threats
b. Bullying
c. Personal attacks

3. Behaviour that results in damage to Campus property is not acceptable and you will be expected to pay for repair/replacement/cleaning.

Covid safe policy

Conference and course participants attending onsite events are expected to comply with the following policies on testing and vaccination, and the guidelines in operation at the conference centre.

We reserve the right to ask any individual to leave the event (whether in-person, on campus or virtual) if they break the Code of Conduct. They will not be given a refund of any fees, and will not be allowed to reside on Campus (if they have Campus accommodation) and will not have access to the virtual platform for the remainder of the event.

Our goal is to create an environment where individuals of all backgrounds can contribute effectively, grow professionally and be valued for their impact. A diverse and inclusive culture enhances scientific collaboration, strengthens decision-making, and enriches the learning and training experience for all attendees.

Scope

This policy applies to all formal activities within the Learning and Training programme, covering event planning, attendee selection, external partnerships, and digital learning. All staff, collaborators, and attendees are expected to uphold these commitments.

Core principles

• Equity: Ensuring fair treatment and opportunities while actively identifying and reducing barriers to participation.
• Diversity: Valuing a broad range of perspectives, backgrounds, and skills across our teams and training environments.
• Inclusion: Creating a welcoming environment where all individuals feel respected, empowered, and valued.

Additional commitments:

• Non-discrimination: We do not tolerate discrimination based on any protected characteristic.
• Equal opportunities: We ensure fair access to resources, training, and development opportunities.
• Inclusive language: All communications and materials will reflect inclusivity.
• Prevention of harassment: We maintain a Code of Conduct to ensure a safe environment, with prompt action on complaints.
• Diverse representation in decision-making: We ensure broad representation in advisory boards, committees, and training teams.
• Support for carers and neurodivergent individuals: Reasonable adjustments will be made based on individual needs.
• Gender equity: We aim for balanced representation in committees, training teams, invited speakers, and attendees, recognising that diverse perspectives lead to stronger scientific and educational outcomes. While achieving exact parity may not always be feasible, our commitment ensures that opportunities are distributed fairly and that no group is systematically underrepresented over time.

Policy implementation 

Attendees

All event attendees will have equal opportunities to participate, with measures in place to mitigate unconscious bias in attendee selection.

Contributors

To support fair and informed decision-making, selection committee members, including abstract selection committees, training teams and those involved in programme development will have access to training on recognising and mitigating bias. This training is designed to strengthen confidence in our selection processes, ensuring decisions are based on quality and fairness rather than unintentional bias.

Global training

To maximise the impact of our Global Training Teams, we prioritise regional representation where possible. This ensures local expertise, cultural relevance, and accessibility to multilingual trainers – all leading to effective engagement with attendees. While our goal is to reflect regional diversity, we also recognise that expertise and availability vary, and flexibility is built into our approach.

Digital learning

Our content will be accessible, including closed captions, digital/audio reader compatibility, and colour-contrast considerations. We will achieve this by adhering to accessibility best practices, including screen reader compatibility, captioning, and colour-blind-friendly design.

Implementation and accountability 

• The Education Developer or Scientific Programme Developer is responsible for policy oversight at the event level.
• To continuously improve our approach, we welcome feedback on accessibility and inclusion in event evaluations. This helps us refine our practices and better meet the needs of our diverse attendees.
• An annual diversity and equity review will be conducted by the Associate Director, Learning and Training. In situations where events or activities do not align with this policy, an action plan will be developed to identify and implement improvements.
• New events should consider diversity and inclusion in their planning to ensure broad accessibility and engagement. Where challenges arise, the Learning and Training Senior Management Team can provide guidance and support on addressing them.

Parent and Child Information

We are committed to supporting parents and those with special requirements to attend our events. We are piloting two options to facilitate attendance with children or dependents: carer grants and a new policy to allow children to attend our conferences. We will be assessing these polices over the next year and welcome your feedback on how to improve them.

Please contact the event organiser by the registration/application deadline with your particular requirements, in order for us to provide the options below.

1. Carers grants of up to £500 to pay for dependant’s care, for example at home, whilst you attend the event. These are available for all attendees of our events, including conference delegates, course participants, speakers and teaching staff. Please ask us for further information.

Click on this link to download a copy of the Carers Grant Application Form 2024

2. Bringing children and carers to the Wellcome Genome Campus:

a. For conferences children are allowed in the Conference Centre meeting rooms on the understanding that they are well behaved. They must be registered by contacting the event organiser by the registration deadline, along with the details of an additional adult carer you may wish to bring along. Please note, some charges may apply if food and/or accommodation is required.

If you are unable to give us notice your child is still welcome, however, we may not be able to provide all facilities. Please note, children excluded from school with an infection should not be brought to the Campus.

b. Due to the intensive nature of the courses, along with little free time, it is not usually practical to bring family members with you. However, if you wish to bring a baby or child, along with their adult carer, please contact the course organiser by the application deadline and we will try and accommodate your request. Please note, the Sanger Institute buildings have restricted access for under 18s.

c. A baby feeding room is available upon request by the registration/application deadline. Baby food/milk-warming facilities for parents can also be provided with the same prior notice.

d. The Conference Centre Children Policy form must be signed.

The Wellcome Connecting Science Learning and Training team recognises and prioritises the health and wellbeing of all attendees at our events. We maintain a steadfast commitment to ensuring a safe and supportive environment.

On campus, we have qualified first aid and mental health personnel, a private space for individuals seeking respite and our catering services have been designed to accommodate a wide range of dietary requirements.

Hand sanitiser and face coverings are available at our registration desks upon request.

In the collective interest of maintaining a healthy community, we kindly request all attendees to promptly notify us if they experience any feelings of illness or exhibit symptoms indicative of illnesses such as influenza or COVID-19. In instances of mild symptoms, we may explore the possibility of facilitating virtual participation in the event as an alternative.

Your collaboration in upholding these health measures is greatly appreciated, and we reserve the right to refuse entry to an event if it is felt that other attendees will be at risk.

1. Introduction

This travel and expenses policy applies to individuals who form the training teams that are involved in planning, developing, and delivering Wellcome Connecting Science courses. Connecting Science aims to always provide the best possible value for travel and subsistence, while also ensuring no-one is out of pocket. This policy sets out guidance on travel and accommodation arrangements and the reimbursement of expenses incurred by members of the training team.

When contacting Connecting Science about travel arrangements and expenses, please email the event organiser or administrator that has been assigned to the course via the course’s email address: courses@wellcomeconnectingscience.org

Please note: if there is any request which falls outside this policy, we cannot guarantee any special arrangements may be made.

2. Travel guidelines  

For members of the training team who are not Genome Research Limited (GRL) employees, Connecting Science will support various options to travel to the Wellcome Genome Campus.

Below are the guidelines around various modes of travel:

Air travel

• Where possible, travel by air will be booked by the Connecting Science approved travel agent and the booking will be for an economy class ticket(s). Under special circumstances (for example medical reasons) a higher class of travel will be considered on a case-by-case basis and will need to be approved by the Connecting Science Associate Director for Learning and Training, before any bookings are made.
• Any changes to class of travel after ticket purchase will not be permitted unless there is no cost, or the cost is covered by the person travelling. Excess baggage costs will not be covered unless the items are required for the course.
• If a member of the training team opts to book a higher class of ticket, they will need to arrange the booking themselves. Connecting Science will then reimburse the equivalent cost of an economy class ticket after the event via the expense claims process.
• Any air miles or frequent flyer benefits can be retained by the passengers but there should be no cost to Connecting Science, and we will not be liable for any taxes arising from this.
• Where airport accommodation is required as part of the journey, this will be arranged by the Connecting Science-approved travel agent.
• In most circumstances airport transfers will be arranged with Connecting Science travel agent. If this is not possible, please contact the event organiser/administrator for the course to discuss alternative arrangements.

Rail travel 

Travel by rail should be by the most economical route, which will usually be standard class tickets. First class travel will be considered on a case-by-case basis (for example, if it is cheaper than the standard class ticket) and will need to be approved by the Connecting Science Associate Director for Learning and Training, before any bookings are made. Where necessary, and by request, Connecting Science will facilitate purchase of advance tickets.

If ticket costs exceed the equivalent of £250, please contact the event organiser or administrator for approval prior to purchase.

Road travel

When booking taxis, please share trips with other attendees where possible. Any taxi trips outside of the wider Cambridge area will need to be approved by the Connecting Science Associate Director for Learning and Training. If approved these trips should be pre-booked through WCS’s travel agent.

If travelling by car, the rate is 45p per mile. There is a limit of 200 miles in total that may be claimed.

Click here for general information about getting to the Wellcome Genome Campus.

Requesting trip changes

Please contact Connecting Science prior to making any changes to your confirmed itinerary as our travel agent is unable to make changes without prior authorisation.

Extended trips for personal travel 

• If trips are extended for non-course reasons, WCS will cover the travel costs to Campus but the cost for travel must be the same (or less) than it would be for the course If there is any difference in cost this must be met by the person travelling.
• Any other additional costs incurred by the traveller – such as extra nights’ accommodation, food, extra travel/medical insurance (to cover non-course dates), and taxis must be covered by the traveller.
• Airport transfers will not be provided unless they are directly to or from the campus during course dates.
• Any other expense claims will not be approved outside of the course

3. Expense claims and reimbursements 

All reasonable expenditure incurred while working on a Connecting Science course can be claimed. The test of what is reasonable should be based upon business need – if in doubt please check with Connecting Science.

4. Accommodation

Accommodation for the duration of the course for training teams that are not usually based at Wellcome Genome Campus will be booked and paid for by WCS. Where airport accommodation is required as part of the journey, this will be arranged by the travel agent, and approved by Connecting Science. If additional accommodation is required, please discuss this with the Connecting Science event organiser/administrator before making reservations.

For training teams who are usually based at the Wellcome Genome Campus, accommodation requirements will be discussed on a case-by-case basis. Rooms on campus will be prioritised for external training instructors and assistants, and course participants.

Whilst staying at Connecting Science approved accommodation any additional expenses accrued throughout the stay will not be covered and payment arrangements should be made directly with the Conference Centre or a Connecting Science approved hotel.

Airport transfers 

In most circumstances, Connecting Sciences’s travel company will have arranged airport transfers to and from the Campus. Connecting Science will reimburse reasonable airport transfer costs in the passenger’s home country. Original receipts should be kept and attached to the expenses claim after the course.

Meal costs

During the course, all meals will be provided. Therefore, no claims for meals within the course dates will be accepted.

The exception to this will be any claims made for meals taken when travelling to a WCS course (for example, at the airport prior to flying) or directly prior to the commencement of the course (for example, the night before the course starts). In these circumstances, reasonable meal and refreshment costs will be reimbursed to a maximum of £25 per head per meal, including drinks, with a limit of 1 alcoholic beverage per meal.

Please note that Hinxton Hall Conference Centre operates a cash bar which is open during the course. There will be a welcome reception on the first night, where drinks (beer/wine/soft drinks) will be available free of charge to all delegates. In addition, there will be wine at the table (up to half a bottle per person) for the course dinner.

For all other evenings, each member of the training team will be provided with the equivalent of two drink tokens per night which may be used to purchase beer/wine/soft drinks. There is no restriction on when these tokens can be used. The purchasing of additional and/or alternative drinks will be at the individuals own cost and will not be approved by Connecting Science in any expenses claim.

5. Travel visas

Connecting Science will liaise with each member of the training team to arrange visa applications and costs will be reimbursed.

6. Vaccinations 

Vaccinations that are required for travel should be obtained from an approved, licensed travel clinic/centre. Costs for vaccinations will be reimbursed.

7. Childcare policy 

Click here to refer to our childcare policy.

8. Travel insurance 

All members of the training team will be covered by the Wellcome Trust and Subsidiary Companies Personal Accident and Travel Insurance policy for the duration of the course and travel to and from the course.

If a member of the training team extends their trip for a holiday or other business reasons, they will not be covered by this policy. It is the individual’s responsibility to arrange and pay for their own travel insurance to cover any extension to their trip.

Individuals may not be covered if they separate from the course group – this may include (but is not limited to) some sight-seeing trips and visiting bars and clubs.

9. Claiming expenses

Expense claims must be made via the Concur system, on the GRL platform. Instructions on how to make claims will be provided by Connecting Science.

Expenditure which may NOT be claimed

Expenses which are private, incurred outside of any work related to the running of the course and not course related are not reimbursed. These include, but are not limited to:

• Clothing, personal – purchase or hire
• Driving offences, including parking fines
• Gifts, personal
• Hairdressing
• Hotel leisure facilities – swimming pools, spa
• Luggage
• Excess baggage charges (unless directly related to course materials – please ask Connecting Science before taking course materials by plane)
• Minibar
• Passports
• Pay TV or subscription services
• Sight-seeing trips
• Toiletries, magazines, and books when staying away.

1. Introduction

This travel and expenses policy applies to individuals who form the training teams that are involved in planning, developing, and delivering training courses outside the UK for Wellcome Connecting Science (WCS). WCS aims to  provide the best possible value for travel and subsistence. This policy sets out guidance on travel and accommodation arrangements and the reimbursement of expenses incurred by members of the training team.

When contacting WCS about travel arrangements and expenses, please email the event organiser or administrator that has been assigned to the course via the course’s email address: globaltraining@wellcomeconnectingscience.org

Please note: if there is any request which falls outside this policy, we will consider the request but  cannot guarantee any special arrangements will be made

2. Travel guidelines

WCS will support various options to travel to  the host institute. The course organiser will ask for your dates of travel. Please ensure these details are provided by the designated deadline.

Arrival should be within one day of the course starting (for example, if the course starts on a Sunday, arrival should be no earlier than the preceding Saturday). Departure should be within one day of the course finishing.

Below are the guidelines around various modes of travel:

Air travel

• Where possible, travel by air will be booked by the WCS approved travel agent and the booking will be for an economy class ticket(s). Under special circumstances (for example medical reasons) a higher class of travel will be considered on a case-by-case basis by WCS and will need to be approved by the WCS Associate Director, Learning and Training, before any bookings are made.
• Any changes to class of travel after ticket purchase will not be permitted unless there is no cost, or the cost is covered by the person travelling. Excess baggage costs will not be covered unless the items are required for the course.
• If a member of the training team opts to book a higher class of ticket, they will need to arrange the booking themselves. WCS will then reimburse the equivalent cost of an economy class ticket via the expense claims process.
• If you wish to fly by an alternative route to that recommended by our travel company, please discuss this with the course administrator. We may ask you to make your own travel arrangements. You can then claim back the cost of flights up to the sum of the quoted flight.
• Any air miles or frequent flyer benefits can be retained by the passengers but there should be no cost to WCS in doing so. WCS will not be liable for any taxes arising from this.
• Where airport accommodation is required as part of the journey, this will be arranged by the WCS-approved travel agent.

Airport transfers

In most circumstances, WCS’s travel company will have arranged airport transfer to and from the host venue. WCS will reimburse reasonable airport transfer costs in the passenger’s home country. Original receipts should be kept and attached to the expenses claim after the course.

Road travel

Any taxi trips to and from the host institute will need to be approved by the WCS Associate Director, Learning and Training. If approved these trips should be pre-booked through WCS’s travel agent.

If travelling by car, the rate is 45p per mile. There is a limit of 200 miles in total that may be claimed.

General information about getting to the host institute will be provided by the course organising team.

Other travel

Travel by rail or boat should be by the most economical route, which will usually be standard class tickets. By request, WCS will facilitate purchase of advance tickets.
For travel by boat, you will be responsible for booking your own trip and then claim expenses.

Requesting trip changes

Please contact WCS prior to making any changes to your confirmed itinerary as our travel agent is unable to make changes without prior authorisation.

Extended trips for personal travel

• If trips are extended for non-course reasons, WCS will cover the travel costs to the host institute, but the cost for travel must be the same (or less) than it would be for the course dates. If there is any difference in cost, this must be met by the person travelling.
• For GRL staff, please refer to GRL guidelines on adding holidays to business trips.
• Any other additional costs incurred by the traveller – such as extra nights’ accommodation, food, extra travel/medical insurance (to cover non-course dates), and taxis must be covered by the traveller.
• Airport transfers will not be provided unless they are directly to or from the campus during course dates.
• Any other expense claims will not be approved outside of the course dates.

3.     Accommodation

Hotel accommodation for the duration of the course for training teams that are not usually based locally or near the host institute, will be booked and paid for by WCS. Where airport accommodation is required as part of the journey, this will be arranged by the travel agent, and approved by WCS. If additional accommodation is required, please discuss this with the WCS event organiser/administrator before making reservations.

Whilst staying at the hotel, any additional expenses accrued throughout the stay will not be covered and payment arrangements should be made directly to the hotel.

Meal costs

Where meals are provided as part of the WCS arrangements, no claims can be made.

Exceptions to this include:

● Dinner meals where this is not included in the hotel arrangements.

●  Meals taken when travelling to a WCS course (for example, at the airport prior to flying) or directly prior to the commencement of the course (for example, the night before the course starts).

In these circumstances, reasonable meal and refreshment costs will be reimbursed to a maximum of £30 per head per meal, including drinks, with a limit of 2 alcoholic beverages per meal.

There will be a welcome reception on the first night of the course, where drinks (beer/wine/soft drinks) will be available free of charge to all delegates.

The purchasing of additional and/or alternative drinks will be at the individuals’ own cost and will not be approved by WCS in any expenses claim.

4.     Travel visa

WCS will liaise with each member of the training team to arrange visa applications and costs will be reimbursed.

5.   Vaccinations

Vaccinations that are required for travel should be obtained from an approved, licensed travel clinic/centre. Costs for vaccinations may be reimbursed immediately upon request.

6.     Childcare

Click here to refer to our childcare policy.

7.     Travel insurance

All members of the training team will be covered by the Wellcome Trust and Subsidiary Companies Personal Accident and Travel Insurance policy for the duration of the course and travel to and from the course.

If a member of the training team extends their trip for a holiday or other business reasons, they will not be covered by this policy. It is the individual’s responsibility to arrange and pay for their own travel insurance to cover any extension to their trip.

Individuals may not be covered if they separate from the course group – this may include (but is not limited to) some sight-seeing trips and visiting bars and clubs.

8.     Claiming expenses

All reasonable expenditure incurred while working on a WCS course can be claimed.  The test of what is reasonable should be based upon business need – if in doubt please check with WCS. All expense claims will be carefully scrutinised before approval.

Expense claims must be made via the Concur system, on the GRL platform. Instructions on how to make claims will be provided by WCS. Claims must be completed within 2 weeks of the end of the course.

9. Expenditure which may NOT be claimed

Expenses which are private, incurred outside of any work related to the running of the course and not course related are not reimbursed.  These include, but are not limited to:

• Clothing, personal – purchase or hire
• Driving offences, including parking fines
• Gifts, personal
• Hairdressing
• Hotel leisure facilities – swimming pools, spa etc.
• Luggage
• Excess baggage charges (unless directly related to course materials – please ask WCS before taking course materials by plane)
• Minibar
• Passports
• Pay TV or subscription services
• Sight-seeing trips
• Toiletries, magazines, and books when staying away.