NETWORK RAIL PUBLIC MEMBERSHIP EXPENSES REIMBURSEMENT POLICY

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1 NETWORK RAIL PUBLIC MEMBERSHIP EXPENSES REIMBURSEMENT POLICY Introduction Network Rail will reimburse its Public Members for the reasonable costs directly and actually incurred by a Public Member in attending meetings of Members organised by Network Rail. In selecting the appropriate mode of transport, Network Rail s Public Members ( the Member ) are required to adopt the lowest cost option consistent with practical circumstances. Reimbursement of travel costs shall be through submission by the Member of a claim under the Network Rail Members Expenses Procedure. In all circumstances, receipts are required (credit card receipts are not acceptable) and details of the journey are to be recorded. Policy To the extent practical, Network Rail s policy for its Members reflects the terms of the policy on travel expenses applied to its employees. Members are encouraged to seek guidance from Network Rail in advance of incurrence of an expense if uncertain as to whether this would be covered by this policy. 1. TRAVEL On each mode of travel the policy is: Rail travel First-class rail travel can be used for attendance at all Members meetings organised by Network Rail. Travel by first-class sleeper is permitted only to facilitate single occupancy. Please note that in some cases, the return journey using an executive ticket is more costeffective than a first-class sleeper and standard class return in which case the Member will be expected to purchase the more cost effective type of ticket. Members will be required to obtain their own rail tickets. Unused tickets should be returned promptly and in accordance with ticket conditions to the local purchase agent in order to obtain a refund. 1

2 UK air travel Air travel will be reimbursed only where Network Rail considers this acceptable. Members are expected to take advantage where reasonably practical of low-price air-travel options, which may be available. Car Travel Personally owned cars means cars not purchased by the Member s employer nor to which the Member s employer pays the running costs. Network Rail does not expect Members to undertake journeys by car that are of more than two hours duration each way, and involve a same-day return journey. a) Use of company cars Network Rail does not expect its Members to use company cars provided to a Member by their employer. b) Use of hire vehicles Car hire for attendance and return from a Members meeting organised by Network Rail may be a cost-effective alternative to other modes of travel. c) Use of personally owned cars For journeys in excess of 100 miles costs will not be reimbursed if a Member uses a personally owned car unless prior approval has been granted by Network Rail. For such journeys a hire vehicle will be a cost effective alternative. Members using private vehicles on Network Rail business must be aware that damage to their own vehicle, contents or to a third party will not be paid for by Network Rail. e) Use of public transport/taxis Where practical, Members are required to use public transport for journeys within Greater London. The use of taxis will be permitted and costs reimbursed only where suitable underground train or other public transport is not reasonably practical. Costs properly and reasonably incurred will be reimbursed through the travel expenses procedure. Full details of each journey are required to be shown and receipts provided. 2

3 2. SUBSISTENCE Subsistence in the context of this policy is hotel costs, food and refreshments and incidental expenses actually incurred by a Member in attending meetings organised by Network Rail, which have been properly and reasonably incurred solely in such attendance. The limits set out below will ensure that individuals do not incur a personal tax liability on reimbursement; these limits are reviewed regularly. Overnight Subsistence a) Hotel Accommodation Hotel charges must be settled with the hotel directly by the individual. Reimbursement of hotel charges will be limited to bed and breakfast charges at the following rates (inclusive of VAT): 120 per night in central London 90 in any other UK location Only in exceptional circumstances will Network Rail consider reimbursement of costs in excess of these limits, in which case a tax liability may arise. b) Out-of-Expenses away from normal place of work Personal out-of-pocket expenses incurred by a Member when away from home overnight in attending a meeting organised by Network Rail, such as a telephone call, newspaper, refreshments or other reasonable expenditure will be reimbursed subject to a maximum of 5 per night. Receipts are to be provided for all such expenditure. c) Meals when in overnight accommodation Where a Member is staying in overnight accommodation, the hotel meal may be taken even where this exceeds the limits set out below. Similarly, the full cost of breakfast may be reimbursed following an overnight sleeper journey. d) Daily Subsistence Breakfast in all cases reimbursement for breakfast is subject to a limit of 7.50 with the exception of following an overnight sleeper journey or following the use of an overnight hotel. Lunch the reasonable cost of lunch up to a maximum of 10 will be reimbursed. Evening Meal the reasonable cost of an evening meal up to a maximum of 25 will be reimbursed. 3. CARERS It is recognised that in certain cases reimbursement may be necessary in addition to travel expenses to cover replacement care needed to allow a Member who acts as a carer to attend a meeting. A carer is anyone who provides full-time daily and unpaid support to a relative, partner or other person who cannot manage without that help due to illness, infirmity or disability. The cost of replacement care will be paid only in circumstances where without the replacement care the carer would not be able to attend the meeting. Replacement care will 3

4 be funded for the duration of the meeting being attended and will include reasonable travel time to and from the venue. Reimbursement for childcare costs may be claimed where the child or children are aged 16 or under. Please note that claims for care that is provided by a member of your household, by a person who is under 16, or by another organisation which does not charge will not be accepted. The circumstances for each individual case need to be discussed with Network Rail at the commencement of Membership or such time during Membership as the circumstances arises. The availability of reimbursement of replacement care is conditional upon: a) Declaration of the Member of their carer status at the time of submission of application to be a member or as soon as reasonably practical after becoming a carer, whichever is the later; b) Notification of any change in status, including cessation, as soon as reasonably practical; c) Prior agreement by Network Rail of the cost of any replacement care; d) Submission with an expenses claim form of invoices for such replacement care cost. Network Rail reserves the right to withdraw at any time the availability of reimbursement of replacement care. 4. CLAIMS PROCEDURE Members must ensure that travel expenses claims are made on the appropriate form. Every claim must be clearly documented and relevant receipts attached. The form must be signed and dated by the Member. The deadline for receipt of expenses is: By 17:00hrs no later than 14 days following the date of the Members Meeting to which the travel expenses claim relates. 4

5 Instructions to Members Members are responsible for providing the correct documentation and a full explanation to support each expense claim. Failure to do so will result in the expense claim being returned unpaid. Claims An original of the Members Claim Form must be used and the guidance notes followed thereon. Faxed claims will not be accepted. The individual column totals and grand total are to be arithmetically correct. Correction fluid is not to be used. Any errors must be visibly amended, signed and countersigned by the authorising signatory. Any unused lines on the claim form must be ruled through. Network Rail reserves the right to recover from the Member all overpayments Payment of Expenses Payment will be made by BACS payment if bank details have been supplied to Network Rail or by cheque made payable to the Member only and sent to the Member at their Contact Address. Members are expected to ensure that expenses are submitted promptly. Members should keep copies of all expense claims for personal records and for taxation reasons. Instructions to Members Members are responsible for providing the correct documentation and a full explanation to support each travel expense claim. Failure to do so will result in the travel expense claim being returned unpaid. Members shall be liable to pay any tax liabilities (if any) attaching to the reimbursement by Network Rail of the Member s travel expense 5

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