LPS Academics and Students Travel Cost Refund Policy

The London Petrophysical Society (LPS)  exists to promote education and knowledge in the scientific and technical aspects of formation evaluation. In support of this aim, the LPS may reimburse reasonable travel costs for students and academics attending LPS seminars and meetings held in England and Wales.*

Important Notes:

  • Accommodation costs are not reimbursed under this policy.
  • All travel reimbursement claims require PRIOR APPROVAL from the LPS Treasurer before booking.
  • All reimbursements are entirely at the discretion of the LPS Executive Committee and may be partially or fully declined.

The LPS operates as a charity with limited funds. Any claim that is not pre-approved, lacks evidence of expenditure, or is deemed unreasonable may be rejected in full or in part. Reimbursement will only be considered for travel costs not covered by other sources of funding.

Most LPS events take place at the Geological Society, Burlington House, Piccadilly, London. Reimbursement applies only to return travel to and from this venue, excluding travel within central London.

For other academic activities, including travel, students and academics are encouraged to apply for support through the Iain Hillier Award scheme.

(*Note: Scottish universities and students should refer to the Aberdeen Formation Evaluation Society – see www.afes.org.uk)

Eligibility

To be eligible for reimbursement, the applicant must:

  • Be a current member of the LPS
  • Be a student or academic at an English or Welsh university
  • Not have access to alternative funding for travel to the LPS event

How to claim:

  1. Identify the Lowest Available Fare:
    Make use of railcards or discounts (e.g., Young Person’s Railcard). Typical acceptable fares include:

    • “Super Off-Peak Return”
    • “Advance Single”
    • Fares booked at least one month in advance
  2. Seek Pre-Approval Before Booking:
    Email the LPS Treasurer with:

    • Estimated ticket cost
    • Route and travel times
    • A screenshot of the fare (e.g., from the National Rail website)
      Do not book travel until you have received written confirmation of approval.
  3. Book Promptly Once Approved:
    Once pre-approval is confirmed and subject to available funds, book the travel as soon as possible.
  4. Submit Your Claim After the Event:
    • Email a copy of your receipt(s) to the Treasurer
    • Include your UK bank account details (LPS cannot refund to non-UK bank accounts)

Please note:

  • Claims for unreasonable or non-pre-approved travel will not be reimbursed. No exceptions will be made.

 

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