12/12/2014. Validation Date: 16/12/2014. Ratified Date: 29/01/2015

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1 Document Type: PROCEDURE Title: Reimbursement of Incurred Expenses Scope: Trust Wide Author/Originator and title: Mark Casson, Head of Employment Services Katie Lee, Expenses and Benefits Manager Replaces: NHSB/HR28 Mileage and reimbursement policy in the community Name Of: Divisional/Directorate/Working Group: HR Policy Forum Validated by: JNCC Ratified by: Trust Management Team Unique Identifier: CORP/PROC/652 Version Number: 1.1 Status: Ratified Classification: Organisational Responsibility: Human Resources (HR) Description of amendments: Version 1.1 addition of new heading and contents 3.6 Suspicion of Fraudulent Activity Date of Meeting: 12/12/2014 Validation Date: 16/12/2014 Ratified Date: 29/01/2015 Risk Assessment: Not Applicable Financial Implications Not Applicable Which Principles of the NHS Constitution Apply? 3 Issue Date: 29/01/2015 Review dates may alter if any significant changes are made Review Date: 01/12/2017 Does this document meet the requirements of the Equality Act 2010 in relation to Race, Religion and Belief, Age, Disability, Gender, Sexual Orientation, Gender Identity, Pregnancy & Maternity, Marriage and Civil Partnership, Carers, Human Rights and Social Economic Deprivation discrimination? Initial Assessment

2 CONTENTS 1 PURPOSE SCOPE PROCEDURE Making a claim Approving a claim Timescales/Deadlines Allowable Expenses Receipts Suspicion of Fraudulent Activity ATTACHMENTS ELECTRONIC AND MANUAL RECORDING OF INFORMATION LOCATIONS THIS DOCUMENT ISSUED TO OTHER RELEVANT/ASSOCIATED DOCUMENTS SUPPORTING REFERENCES/EVIDENCE BASED DOCUMENTS CONSULTATION WITH STAFF AND PATIENTS DEFINITIONS/GLOSSARY OF TERMS AUTHOR/DIVISIONAL/DIRECTORATE MANAGER APPROVAL... 5 Appendix 1: Claimant User Guide... 6 Appendix 2: Manager/Approver User Guide Appendix 3: Equality Impact Assessment Form Page 2 of 27

3 1 PURPOSE This document describes the procedure for reimbursement of costs incurred by employees in the performance of their duties. It should be used in conjunction with national terms and conditions for both Agenda for Change and Medical and Dental Staff. The document will detail: The procedure for making a claim The procedure for approving a claim The allowed timescales and deadlines for claiming and approving Where to find allowable Expenses The treatment of receipts. 2 SCOPE This procedure applies to all staff working at Blackpool Teaching Hospitals NHS Foundation Trust 3 PROCEDURE 3.1 Making a claim Reimbursable expenses incurred in the performance of your duties should be claimed using the expenses section of the e-rostering system. See Appendix 1 for the full user guide. Accommodation and train fares booked in advance using the accommodation booking form or the train tickets request form on the intranet. These will be paid directly by the Trust as they are not reimbursable expenses. 3.2 Approving a claim Expense claims are approved via the Manager section of the afore mentioned e-rostering system. For full details on how to approve a claim, see Appendix Timescales/Deadlines Claim forms should be completed on a daily basis and submitted every month. Claims older than 3 months will not be accepted. Claims should be submitted by the 5 th of the month and approved by the 10th for payment in that month. 3.4 Allowable Expenses Blackpool Teaching Hospitals pays expenses in accordance with the national terms and conditions. Full details of allowable expenses can be found in either the Agenda for Change or Medical and Dental handbook. 3.5 Receipts All receipts should be kept by the claimant for a period of 4 years as per HM Revenue and Customs (HMRC) rules. Page 3 of 27

4 3.6 Suspicion of Fraudulent Activity In order for the Expenses policy to be successful, there has to be an element of trust between and the member of staff. However, any suspicion of fraudulent activity will be referred to the Trust s Counter Fraud Specialist for investigation, in accordance to the Trust s Counter Fraud and Corruption Policy. 4 ATTACHMENTS Appendix Number Title Appendix 1 Claimant User Guide Appendix 2 Manager / Approver User Guide Appendix 3 Equality Impact Assessment Form 5 ELECTRONIC AND MANUAL RECORDING OF INFORMATION Electronic Database for Procedural Documents Held by Policy Co-ordinators/Archive Office 6 LOCATIONS THIS DOCUMENT ISSUED TO Copy No Location Date Issued 1 Intranet 29/01/ Wards, Departments and Service 29/01/ OTHER RELEVANT/ASSOCIATED DOCUMENTS Unique Identifier Title and web links from the document library E-rostering System ployeeonline%2f 8 SUPPORTING REFERENCES/EVIDENCE BASED DOCUMENTS References In Full HMRC. EIM - Employment Income Manual: main contents. Available: Last accessed 09/01/2014. The NHS Staff Council. (2014). NHS terms and conditions of Service Handbook (Amendment Number 33) - Pay Circular (AforC) 4/2014. Available: _tc_of_service_handbook_fb.pdf. Last accessed 09/01/ CONSULTATION WITH STAFF AND PATIENTS Name Designation HR Policy Forum JNCC 10 DEFINITIONS/GLOSSARY OF TERMS HR Human Resources HMRC HM Revenue and Customs Page 4 of 27

5 11 AUTHOR/DIVISIONAL/DIRECTORATE MANAGER APPROVAL Issued By Mark Casson Checked By Nicky Ingham Job Title Head of Employment Job Title Director of Human Services Resources and Organisation Development Date December 2014 Date December 2014 Page 5 of 27

6 Appendix 1: Claimant User Guide E-Expenses Claimant User Guide Page 6 of 27

7 Appendix 1: Claimant User Guide User Guide for Claimants From Systems Access on the intranet homepage, pick e-rostering Employee Online Page 7 of 27

8 Appendix 1: Claimant User Guide OR Type in your search engine Blackpool Teaching Hospitals to access the website Page 8 of 27

9 Appendix 1: Claimant User Guide Click on Working for the trust and then on e-expenses Page 9 of 27

10 Appendix 1: Claimant User Guide Whether accessing the system through the internal intranet site or externally through the internet, this login page will open Your Username is Surname & employee number (i.e. Smith ) Your password is your employee number (i.e ). You will be prompted to change your password the first time you login. Your password can be any combination of letters and numbers up to a maximum of 20 characters Page 10 of 27

11 Appendix 1: Claimant User Guide Click on the Expenses tab across the top of the screen. Please ignore all other tabs as these are for use with e-rostering and not E-Expenses. Within this screen you can view your current claims (ones which have not yet been submitted) along with submitted and historical claims using the tabs on the left. To add a new claim, pick the role that the claim applies to (ie if you have 2 jobs within the trust) and click Add NB You only need to add one claim per month, you can enter many lines within one claim. When you return to a claim to add more lines you need to use the edit button see page 7. Page 11 of 27

12 Appendix 1: Claimant User Guide The Name field will automatically default to Claim for [period]. As this field is for your reference only, you can leave this as it is or change it to something more relevant to you, but don t worry as it does not drive anything Select the appropriate element using the tabs across the top and the dropdown list within each tab. You can get guidance on claimable items and rates of mileage reimbursement from either the Agenda for Change or Medical and Dental handbook Page 12 of 27

13 Appendix 1: Claimant User Guide The claim date will automatically default to current date, change it if necessary. Select the appropriate Vehicle from the dropdown list, type in the postcode or place name of the From (A) and To (B) destinations and the claimed miles will be calculated automatically using Google Maps when the claim is saved. If you do not have the postcode, you must be quite specific when entering place names or the correct result will not be returned. If need be, you can override what Google has calculated by using the Claimed miles field. If you do this, you must use exact miles i.e. do not round up or down and you should put a reason for the difference in the due to box. You can enter details of your journey in the Description box You can use the Return Journey tickbox for a round trip and total mileage will be calculated i.e. Poulton Vic is 3.5 miles, ticking Return Journey will calculate 7.00 miles (Poulton Vic - Poulton). This function will work providing you allow Google to calculate the miles and do not enter anything in the Claimed Miles box. If you have been on a journey that consists of many destinations/stops ie: Poulton Victoria Hospital Fleetwood Hospital Poulton Offices you can use the Multitrip function: You should key in the first leg of trip as normal ie: From Poulton, To Victoria Hospital, Claimed Miles 3.5, Click SAVE Click Multitrip You will see that the Vehicle field and the From field are pre-populated from the previous leg of the journey. You should repeat these steps for each leg of the journey. Page 13 of 27

14 Appendix 1: Claimant User Guide Save the current line of the claim and click Done if you have finished or Save & New if you want to add another line straight away. You can revisit the same claim under the current claims tab, using the edit icon and keep entering lines until the end of the claim period. When you come to add more entries to your claim, you will need to edit your existing claim. Go to the current claims screen and select the edit button. Page 14 of 27

15 Appendix 1: Claimant User Guide This will open your existing claim as below You can now continue to add more entries to your claim. ** Please note that if you click Add another Claim when you log back in to enter more lines, you will be starting a brand new claim not adding to the one you already have open. You should only have only one claim open per month. Page 15 of 27

16 Appendix 1: Claimant User Guide Once you have finished entering your claim for the month and have checked the entries are correct, you will need to submit the claim from the current claims screen. Tick the box on the disclaimer and click Confirm The claim will now appear in the Submitted Claims screen. Page 16 of 27

17 Appendix 1: Claimant User Guide Once your claim has been submitted to your manager, it will either be accepted for payment or rejected for you to amend. If your claim is rejected, it will appear again in the current claims screen with a message as to why it has been rejected. You will need to make any necessary changes and re-submit your claim. Any receipts relating to your claim should be presented to your manager/approver upon their request. It is your responsibility to ensure all receipts are kept for a minimum of 4 years and are available should they be requested. Claims should be submitted by the 5 th of each month and must be approved and ready for payroll action by the 10 th of each month. Any claims that have been rejected must also be re-submitted and approved by the 10 th. **NB** It is strongly recommended that claims are input as they arise on a regular basis and are submitted and approved on time every month, regardless of how large or small the claim. - Retrospective claim date restrictions will apply. **NB** If your journey starts or ends at your home address, the miles claimed should be the difference between Home to Base and actual miles travelled (in effect you should deduct normal home to base mileage from the total journey). To administer this in EoL, you should type in the postcodes of the true journey i.e. home to destination but should override the calculated miles with actual miles to be claimed (i.e. calculated miles normal home to base mileage). Page 17 of 27

18 Appendix 2: Manager/Approver User Guide E-Expenses Manager/Approver User Guide Page 18 of 27

19 Appendix 2: Manager/Approver User Guide User Guide for Managers To find the Manager application you should follow the below: Click Start Menu (bottom left of screen) Click All Programs Click Departmental Applications Click MAPS Health Roster Click on Manager NB If the application hasn t been installed on your PC or cannot be found using the pathway above, you will need to contact IT quoting the PC Tag number and requesting that MAPS Manager be installed. Login with User name as your Surname, Initial, 1 and password as your employee number This box will appear Page 19 of 27

20 Appendix 2: Manager/Approver User Guide Connect to the live database This is where you can view all travel claims and also check vehicle details. Page 20 of 27

21 Appendix 2: Manager/Approver User Guide To view and approve/reject claims click Outstanding Approvals. Use the name or staff number fields to narrow your search and click Go to view outstanding approvals (or if you prefer, you can leave the fields blank, then click Go and all your outstanding approvals will appear) Double click on the claim to be checked Page 21 of 27

22 Appendix 2: Manager/Approver User Guide Here you can view the details of the claim (hover over each element to see a pop up box containing more detail) If you are happy that the claim is correct then click Approve - the claim is now ready to be picked up by payroll. Page 22 of 27

23 Appendix 2: Manager/Approver User Guide If you are not happy that the claim is correct then you can reject or partially reject it but you must give a reason as to why it has been rejected. This sends the claim back to the claimant for amendment/re-submission and so on and so on Page 23 of 27

24 Appendix 2: Manager/Approver User Guide To partially reject close the open form. At the bottom of the screen you will see the partially reject button, click this and another box will open Page 24 of 27

25 Appendix 2: Manager/Approver User Guide From here you can select the items you wish to reject, again, you will need to give a reason for the rejection You should make sure you have seen any receipts attached to the claim Claims should be ready for you to check from the 5 th of the month, and need to be approved and ready for payroll action by the 10 th of the month. Any claims that have been rejected must also be re-submitted and approved by the 10 th. Any claims that have not been approved by the 10 th of the month will not be paid until the end of the following month. **NB** It is strongly recommended that claims are input as they arise on a regular basis and are submitted and approved on time every month, regardless of how large or small the claim. - Retrospective claim date restrictions will apply. **NB** If regular journeys are done, claims should be created on a monthly basis with multiple journeys entered within the same claim. Separate claims should not be created for each individual journey. Page 25 of 27

26 Appendix 3: Equality Impact Assessment Form Department HR Service or Policy CORP/PROC/652 Date Completed: December 2014 GROUPS TO BE CONSIDERED Deprived communities, homeless, substance misusers, people who have a disability, learning disability, older people, children and families, young people, Lesbian Gay Bi-sexual or Transgender, minority ethnic communities, Gypsy/Roma/Travellers, women/men, parents, carers, staff, wider community, offenders. EQUALITY PROTECTED CHARACTERISTICS TO BE CONSIDERED Age, gender, disability, race, sexual orientation, gender identity (or reassignment), religion and belief, carers, Human Rights and social economic / deprivation. QUESTION RESPONSE IMPACT What is the service, leaflet or policy See Purpose development? What are its aims, who are the target audience? Does the service, leaflet or policy/ No development impact on community safety Crime Community cohesion Is there any evidence that groups who No should benefit do not? i.e. equal opportunity monitoring of service users and/or staff. If none/insufficient local or national data available consider what information you need. Does the service, leaflet or development/ No policy have a negative impact on any geographical or sub group of the population? How does the service, leaflet or policy/ No development promote equality and diversity? Does the service, leaflet or policy/ No development explicitly include a commitment to equality and diversity and meeting needs? How does it demonstrate its impact? Does the Organisation or service No workforce reflect the local population? Do we employ people from disadvantaged groups Will the service, leaflet or policy/ No development i. Improve economic social conditions in deprived areas ii. Use brown field sites iii. Improve public spaces including creation of green spaces? Does the service, leaflet or policy/ No development promote equity of lifelong learning? Does the service, leaflet or policy/ No development encourage healthy lifestyles and reduce risks to health? Does the service, leaflet or policy/ No development impact on transport? What are the implications of this? Does the service, leaflet or No policy/development impact on housing, housing needs, homelessness, or a person s ability to remain at home? Are there any groups for whom this No policy/ service/leaflet would have an impact? Is it an adverse/negative impact? Does it or could it (or is the perception that it could exclude disadvantaged or marginalised groups? Does the policy/development promote No access to services and facilities for any group in particular? Issue Action Positive Negative Page 26 of 27

27 Appendix 3: Equality Impact Assessment Form Does the service, leaflet or No policy/development impact on the environment During development At implementation? ACTION: Please identify if you are now required to carry out a Full Equality Analysis Name of Author: Signature of Author: Name of Lead Person: Signature of Lead Person: Name of Manager: Signature of Manager Yes No (Please delete as appropriate) Date Signed: Date Signed: Date Signed: Page 27 of 27