TRAVEL & EXPENSE CLAIM POLICY FOR STAFF AND MANAGERS

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1 TRAVEL & EXPENSE CLAIM POLICY FOR STAFF AND MANAGERS Prepared By: Status: HR and Finance Final Date: 1 st May 2009 Review: 1 st May 2012

2 TABLE OF CONTENTS SECTION PAGE 1 Introduction 3 2 Scope 3 3 Employee responsibilities 4 4 Mileage & Other allowances 5 5 Authorisation of Expense Claims 9 6 Submission and Approval Process 9 7 Contacts 10 8 Appendix A - Travel Claim and Expense Form Appendix B Travel Claim and Expense Form Lease Car Appendix C Mileage Chart For deadlines for the submission of travel expense claim forms please refer to the FAQ s on the HR Intranet site under Payroll. Travel Expense Claim Policy for Staff and Managers Page 2 of 13

3 SALFORD PRIMARY CARE TRUST TRAVEL & EXPENSE CLAIM POLICY FOR STAFF AND MANAGERS 1. INTRODUCTION 1.1 An employee shall be reimbursed for reasonable and justifiable expenses when performing duties on behalf of the PCT in line with terms and conditions of service and any local agreements. 1.2 The principle is that all vehicles should be used safely, in accordance with any applicable laws and regulations and with thought to their impact on the environment. 1.3 It is the policy of the employer, that employees are reimbursed the actual cost of expense incurred wholly, exclusively and necessarily in the performance of their duties of employment. Employees are expected both to minimise costs without impairing the efficiency of the organisation and to avoid any unnecessary costs. 1.4 Expenses incurred on behalf of the employer are to be recorded in detail on the appropriate claim form See Appendices A and B. Claims must normally be made each month. The expense claim form should be used only for employees travel and subsistence expenses. Other goods and services should be ordered using the non stock requisition system or petty cash. All expense claims will be paid via the payroll at the same time as normal salaries. 1.5 Where expenses are incurred in foreign currencies, the amounts so incurred should be shown, in the currency in question, in the relevant columns of the expenses form. However, reimbursements will be made in sterling. The rate of exchange to be used will be the rate in force on the date of the processing of the claim unless evidence of the exchange rate actually obtained is provided with the claim. 1.6 Claim forms received too late for input will be held until the next normal pay cycle and no advances will be provided for late receipt of claims. In exceptional circumstances where the appropriate authorising officer feels that the delay was not caused by the individual and delay in payment may result in hardship, a request can be made to the Deputy Director of Finance by the employees line manager. For travel claim form deadlines refer to the Payroll pages of the HR Intranet site. Note to All Only original copies of the expenses claim forms will be accepted. No photocopy or faxed forms will be accepted. 2. SCOPE 2.1 This policy is applicable to all employees using a motor vehicle for business purposes which is either: The employees own vehicle (which may be owned, on hire, on loan or leased) A vehicle leased to the employee by the Trust Travel Expense Claim Policy for Staff and Managers Page 3 of 13

4 2.2 The policy is also applicable to employees using pedal cycles for business use. 2.3 The policy is also applicable to employees using public transport. 2.4 This policy does not apply to Non Executive Directors. 3. EMPLOYEE RESPONSIBILITIES 3.1 Driving Licence An employee authorised to claim business mileage expenses must hold a valid driving license All staff who submit a travel claim should produce their license to their line manager on an annual basis. A record that it has been seen will be retained by their line manager An employee must advise their Line Manager of any driving offences which may lead to loss of license whilst in the PCT s employment. 3.2 Insurance Employees must have valid motor insurance at all times and must ensure that their motor insurance policy covers them for business use of the vehicle All staff who submit a travel claim should produce a copy of their insurance certificate to their line manager on an annual basis. A record that it has been seen will be retained by their line manager The motor vehicle for which mileage allowance is claimed should be covered for full or third party insurance including cover against risk of injury to or death of passengers and damage to property The insurance policy must cover the above risks when using the vehicle on official PCT business. The reference in the policy to passengers will be regarded by the insurance company as covering official passengers, in respect of the employee claiming travel allowance The insurance company undertakes to indemnify the PCT in the event of a claim being made against it as an employer to the same extent to which you are insured under the policy The insurance policy must be maintained and the vehicle must be maintained in a roadworthy condition. Travel Expense Claim Policy for Staff and Managers Page 4 of 13

5 3.3 Traffic Offences The Trust does not accept responsibility for traffic offences of any type (including parking fines) that occur during business or private motoring. The employee responsible for the vehicle at the time of the offence is responsible for payment, within the stipulated period, of any penalties, excess charges or fines that occur when they are using a vehicle All statutory notices sent in the first instance to the Trust will be returned to the relevant local authority police force with your home address this is a legal requirement. The issuing authority will then write to you directly. 4. MILEAGE AND OTHER ALLOWANCES 4.1 Section 17 and Annex L of the Terms and Conditions of Service Handbook contains full details of mileage allowances. These are summarised below with local agreement where applicable. 4.2 Standard and regular user rates of mileage allowance shall not apply if an employee uses a private motor vehicle in circumstances where travel by public transport would be appropriate. For such journeys the public transport rate set out in Annex L of the Agenda for Change Terms and Conditions of Service Handbook shall be paid unless this is higher than the standard or regular user rate for the appropriate engine band, when that lower rate should be paid. In addition, for journeys in excess of 150 miles (return journey) public transport rate is payable for the whole of the journey. 4.3 Classification of user Regular User - is classified as such because the employee is required to use their car on NHS business and, (1) in so doing either travel an average of more than 3,500 miles per year or (2) travel an average of at least 1,250 per year and uses the car on average of three days per week or spend at least 50% of time on such travel or (3) travel an average of at least 1000 miles per year and uses the car on average at least four days per week on such travel. A lump sum is paid every month and a reduced mileage rate Standard User this status allows employees to have their claims reimbursed at the agreed national rate. A standard user is required to use their car for business but does not qualify as a regular user Public Transport rate users not classified as either regular or standard users and pedal cycle users will be reimbursed at the agreed public transport rate Employees wishing to be classified as either Regular or Standard Users must complete an application form which is available from the Finance department or via the intranet. Travel Expense Claim Policy for Staff and Managers Page 5 of 13

6 4.4 Passengers With the exception of lease car users, where other employees or members of an NHS organisation travel in the same vehicle on NHS business and their fares would otherwise be payable by the employer a passenger allowance at the rate set out at Annex L of the AfC Terms and Conditions Handbook shall be paid Where two or more of the employees of the Trust attend the same meeting/function, they should liaise with one another and, wherever possible, arrange to travel together. Lease car users should use their vehicles in preference to regular/standard users and similarly regular users should use their vehicles in preference to standard users. 4.5 Subsistence Subsistence allowances will be paid in accordance with Annex N of the AfC Terms & Conditions Handbook. Original receipts are required. Accommodation should not exceed the sum in Annex L of the AfC Handbook. Please note that additional charges for telephone calls, papers, drinks etc are the responsibility of the individual. If it is unavoidable to book into a hotel at higher than the allowable rate, this must be agreed in advance by the authorised line manager. If you do not have access to the AfC Handbook it is available on or the HR pages of the Trust Intranet Site. 4.6 Training Where applicable travel and associated expenses will be paid at Public Transport rate for attendance at training courses and other courses where the PCT is paying or making a contribution towards the costs. 4.7 Study Leave All staff requiring study leave must complete the appropriate study leave form in advance of the study leave being required. Where study leave relates to an external course that requires a payment to be made for attendance, the invoice should be made out to the employing organisation and should be paid by them rather than the individual. This ensures that the employer does not pay VAT on the training, and that there is no tax liability to the employee. Wherever the employee is required to make a contribution they will be invoiced for the amount due. In the event that the employee pays direct for the training a claim should be made using the expenses claim form and original receipts must be attached. Staff will only be reimbursed providing a study leave form has also been completed Mileage for attendance on training events shall be paid at the public transport rate Travel and associated expenses cannot be claimed for day release courses leading to a higher qualification. Travel Expense Claim Policy for Staff and Managers Page 6 of 13

7 4.8 Change of base Employees who are required to change their base of work as a result of a merger of NHS employers or their acceptance of another post as an alternative to redundancy may be reimbursed their extra daily travel expenses for a period of 4 years from the date of transfer. The excess shall be calculated on the basis of the bus fares or standard rail travel or if the employee travels by private motor vehicle on the basis of the public mileage rate. 4.9 Temporary Transfer Employees who are required by their employer to carry out temporary duties at a place other than their permanent place of employment, and who travel daily to their temporary headquarters whilst continuing to live near their permanent headquarters, may be reimbursed their excess travelling expenses incurred in connection with removals by agreement with their Line Manager Car Parking 4.11 Taxis Whilst on NHS business staff are expected to use the cheapest car parking reasonably available. The PCT will not reimburse inappropriate expenditure No reimbursement will be made for using taxis for travelling in the local area except in exceptional circumstances and only relating to genuine business needs Planes, Boat, Ferry Travel 4.13 Train These modes of transport should only be used in circumstances where it is the only feasible mode of transport, or it is deemed to be the best use of the organisations resources (time, money). Tickets should be obtained in the name of the employer from the travel agents assigned for this purpose thus ensuring that the employer obtains the best rate In exceptional circumstances it may be necessary for staff to purchase rail tickets personally and this should be agreed in advance by a Head of Department. Staff should give consideration to the cost of any ticket before making a purchase. With regard to the Underground/Tube it is recognised that the ticket may be retained by the platform machinery and therefore reimbursement will be made provided that the employee makes a statement to that effect Pedal Cycles Employees using pedal cycles will be paid at public transport rate. Travel Expense Claim Policy for Staff and Managers Page 7 of 13

8 4.15 Partners Travel The employer will not meet the cost relating to the partner of an employee who accompanies the employee on a business trip Journeys Whenever possible, if more than one employee attends a meeting, they should travel in the same vehicle, preferably a lease car. Additionally, staff are required to minimise parking costs (i.e. travelling together, avoiding costly car parks etc) In certain circumstances, staff will travel direct from home to a business venue or return from a business venue to home. On these occasions, an employee should claim the lesser of: the actual mileage incurred from home to venue (or vice versa), or; the mileage claimed if the journey had started at base. An illustration of this is: 5 miles Home 27 miles Meeting Place 20 miles Base The entitlement is the lesser of: distance actually travelled = Home to Meeting Place to home (5 miles X 2 = Total mileage claimed 10) or distance if the journey had started at base = Base to Meeting Place to Base (20X 2 = Total mileage claimed 40) or distance if journey started at base to home = Base to meeting place to Home ( = Total mileage claimed 25) Travel Expense Claim Policy for Staff and Managers Page 8 of 13

9 5. AUTHORISATION OF EXPENSE CLAIMS 5.1 Expense claims must be authorised by a authorised line manager. If managers are in doubt as to what level of authorisation they have they can contact their line manager / or the Finance Department. 5.2 Any amendments made to expense forms should be initialled by the claimant and by the individual authorising the claim. Under no circumstances will claims self authorised be paid. Claims must not be authorised by an employee who is a close relative and alternative authorisation must be obtained. 5.3 Once authorised claims should never be returned to the staff member. This prevents the employee from adding additional entries to an already authorised claim form. 5.4 The responsibility to ensure that claims are correct and justified is with the authorised line manager. It is therefore important that the signatory checks the validity of the claim and is satisfied that any mileage claimed is reasonable for the journey undertaken. Authorised signatories should note that they may face disciplinary action, in line with the organisations Disciplinary Procedure, if they are deemed to have been negligent (having made insufficient checks) when signing fraudulent expense claims. 6. SUBMISSION / APPROVAL PROCESS 6.1 Employees must read and understand this document and the declaration comment on the excel version of the Travel Claim Expense Form available of the HR Intranet Site and the Salford PCT section of ELFS website All travelling expenses and associated allowances must be claimed on the travel claim form and must be in respect of expenses actually and necessarily incurred whilst engaged on the business stated. 6.3 Claims should be submitted monthly, completed to the end of a calendar month and authorised appropriately by either a line manager or in their absence another member of staff senior to the employee making the claim. 6.4 All journeys should be documented as fully as possible on the official form (with the exception of District Nurses and Health Visitors who should continue to record visit information in their diaries). 6.5 Mileage claims should be based on the shortest practical route. If a longer route is taken the reasons should be recorded. Mileage charts are available on the intranet or refer to Appendix C. 6.6 Receipts must be attached for all incidental expenses. 6.7 If an error is made on the claim form the entry MUST be crossed through and rewritten. Correction fluid MUST not be used. 6.8 Claims should be submitted for authorisation by line manager no later than the 2nd calendar day of the following month to the address in Contacts section below. Travel Expense Claim Policy for Staff and Managers Page 9 of 13

10 6.9 It is recommended to take a photocopy of your claim for future reference. If you complete the form electronically it is suggested that you save it to your documents You must score through any unused part of the claim form to prevent entries from being made after the approval signature Signatories Responsibility Check the forms have been appropriately completed and scored through to prevent further entries Ensure that the regulations have been properly applied Perform a reasonableness check on the necessity for the journeys and mileage Authorised claim forms need to be with the payroll department in accordance with the deadlines on the HR Intranet Site, under Travel Expenses or in the FAQs, under Payroll, on the HR Intranet Site. 7. CONTACTS 7.1 Travel Expense Claim Forms to be sent to the following address: ELFS Travel Payments Section c/o Salford PCT St James House Reception/Postroom 7.2 Contact for Queries regarding payment of expenses: Queries should be directed to ELFS Payroll Services and can be ed on an enquiry form to the Helpdesk through or by telephone on Contact for Advice regarding Travel Expenses In the first instance an employee should refer to this policy and their line manager. The manager can seek guidance/further information from the Agenda for Change Terms and Conditions Handbook or the ELFS helpdesk as detailed above. Travel Expense Claim Policy for Staff and Managers Page 10 of 13

11 Travel Expense Claim Policy for Staff and Managers Page 11 of 13

12 Travel Expense Claim Policy for Staff and Managers Page 12 of 13

13 Salford Primary Care Trust Burrows House Eccles Halton House Higher Broughton Hope Hospital Irlam Clinic Lance Burn Langworthy Little Hulton Lord Byron Square Lower Broughton MacDonald Road, Irlam Monton MC Ordsall Pendlebury RMCH Sandringham House Sorrel Bank Springfield Springwood St Andrews MC St James's House Swinton The Angel Burrows House Eccles Halton House Higher Broughton Hope Hospital Irlam Clinic Lance Burn Langworthy Little Hulton Lord Byron Square Lower Broughton MacDonald Road, Irlam Monton MC Ordsall Pendlebury RMCH Sandringham House Sorrel Bank Springfield Springwood St Andrews MC St James's House Swinton The Angel The Limes The Willows Walkden APPENDIX C Travel Expense Claim Policy for Staff and Managers Page 13 of 13

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