LEAD EMPLOYER TRUST PAYROLL DEPARTMENT TRAVEL CLAIMS PROCEDURE

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1 LEAD EMPLOYER TRUST PAYROLL DEPARTMENT TRAVEL CLAIMS PROCEDURE

2 All junior doctors and dentist (with the exception of GP Trainees) are eligible to claim travel expenses for excess mileage so long as they are rotational ( they moved hospitals). If the trainee is not rotational then they are only eligible to claim for any business journeys they do or any training they attend. The can not claim for mileage when they are based at the nominated base this is classed as their permanent work place and therefor you do not get paid for going in to work. When trainee first claims for excess mileage they need to nominate a base hospital, this is usually the closest hospital to their home which they may rotate in to. However they cannot choose a hospital as their nominated base if they will never rotate in to it. Once a nominated base is chosen they cannot change it, this is classed as their permanent workplace so therefore any other hospital they rotate into is classed as a temporary workplace which makes them eligible to claim for excess mileage. All travel claims must be submitted on a monthly basis, signed by the trainee and an authorised signatory from their host training trust. Travel claims of more than three months old will need to be signed off by the Director of Finance at the host training trust before we will process it through the payroll. If these travel claims come in to our department without this authorisation it will be returned to the trainee with an explanation of why we are unable to pay it. Excess mileage is paid at public transport rate mileage for standard users Business mileage is paid at the current rate depending on the engine size of the car current rates can be found on NHS Employers website for standard users rate. Business mile rate for the journey either side of their official journey is paid at the business mile rate for their engine size less the current public transport rate (.583p per mile less.24p per mile =.343p per mile) Travel claim forms that are completed correctly and are in the payroll department by the 5 th of the month will be processed in that month. All travel claims that are completed correctly but are received after this day will be processed in the next pay run. We will keep a record of the chosen nominated base on our system and this mileage will be checked via the internet. We will use the shortest distance therefore the trainee will have the least amount of home to nominated base mileage deducted. Once the travel claims have been processed through the payroll it should then be filed away in the appropriate trainees personnel file. 2

3 Calculating Travel 1. When a travel claim form is received in the department it should be date stamped in and recorded on our post log, then passed to the travel clerk for processing. 2. The travel clerk the checks that the form is competed correctly, sections that must be completed are as follows: Trainees name, address, assignment number, nominated base, current hospital, dates travelled, details of journey, reason for journey, miles travelled, if any passengers in car names and distance, trainees signature and authorised signature for host training trust. 3. Travel clerk then checks the payroll Nominated base record sheet to confirm that the trainees nominated base hospital is the same, and what the mileage between their home to nominated base is. This should be entered on to the travel claim form in the appropriate place. 4. If the trainee has stated a different nominated base on the travel claim form then we must use the one we have recorded and a letter should be sent out to the trainee explaining that they are unable to change their nominated base hospital, examples of these letters are attached to this procedure. 5. If this is the first time that the trainee has claimed excess mileage then the nominated base must be record on the Nominated base record sheet and the mileage checked via Google maps for the shortest distance. 6. All home to current place of work mileage should be paid at the current public transport rate. This is nontaxable and does not attract any national insurance or pension contributions. The trainee should get all this mileage paid less their home to nominated base mile deducted off. (Example if their journey from home to their current hospital is 20 miles, and their home to nominated base is 5 miles this leaves their excess mileage to be paid as 15 miles. 7. All journeys that made to attend teaching/training or course should be reimbursed at the public transport rate and no home to nominated base mileage should be deducted. 8. Official journeys are paid as business mileage which will be reimbursed at a rate that is applicable to the engine size of the car. Official journeys are classed as any other journey that the trainee makes to attend clinics, on calls, waiting list etc. that are based at any other hospital from their current place of work. Only the distance between their current hospital and the hospital they are travelling to do the official journey is reimbursed at business mileage rate. If they have done any other mileage either side of the official journey then this is reimbursed at the full less public transport rate as described above. ALL MILEAGE IS REIMBURSED DO NOT DEDUCTED HOME TO NOMINATED BASE MILEAGE OFF. 9. If they are claiming passenger miles then the name and the distance travelled need to be entered on the travel claim form. 10. I f they are claiming car parking at any other hospital apart from their current place of work then receipts must be attached. Please note no receipts are needed for the Tyne tunnel however the fees must be entered on to the travel claim form in the correct column. They cannot claim for car parking at their current place of work 11. If their current rotational placement is more than thirty miles away from their home then they can claim accommodation in lieu of excess mileage. The trainee needs to complete an application form for this and send it in to the HR department at the Lead employer Trust for approval. The HR officer will then approve the form or if it is not approved they will then write to the trainee stating why it is not approved. If it is approved 3

4 then the Expenses clerk will then write out to the trainee and let them know that it has been approved. The trainee can then claim their accommodation and one return journey home a week. They can still claim any business miles they do or any teaching/training they attend. The amount of accommodation they can claim must amount of excess mileage per month that they would be able to claim. 12. If a trainee stays in the same placement for two years or more then their excess mileage becomes taxable. 13. We have an agreement made for orthodontists that they can claim excess mileage however the excess mileage will be taxed. The codes we use in ESR are as follows: Business miles TAS NR is for the official mileage journey (code M on travel form) Business miles NR is for the mileage either side of an official journey i.e. full less public (code MW on travel form) Excess Mileage NR NP NT NNI NHS is for excess mileage public transport rate (code P on travel form) Excess mileage NR NP NHS is for taxable excess mileage public transport rate (code O on travel form) Passenger Allowance NR NP NT NNI NHS is for passenger miles (code N on travel form) Miscellaneous Travel NR NP NT NNI NHS is for travel expenses with receipts and Tyne tunnel fees (code F on travel form) Miscellaneous Travel NR NP NHS is for travel expenses without receipts and weekly/monthly/yearly travel passes (code FT on travel form) 4

5 Payroll Department Travel Agreement Form I hereby agree to the following terms regarding claiming of travel expenses. 1. Late submission and lack of receipts where applicable could delay payment, all claims must be submitted by the 5 th of the month to guarantee payment in that month. All travel claims received after this date will be processed in the following month. 2. Travel claim forms over 3 months old will not be paid unless; a letter is attached by the authorised signatory from the host training trust approving the claims. 3. The authority can accept no responsibility for claims submitted so late that appropriate authorised signatories are unable to satisfy themselves that the journeys and duties described were actually completed. 4. Journeys outside the Northern Deanery will only be paid at Public Transport Rate (PTR). 5. The more expensive forms of transport (air fares/taxis/hire cares/etc.), will only be reimbursed in full where the authorised signatory is satisfied that the extra expense was justified by the overall economies obtained or by the lack of practicable alternatives. 6. I certify that this to be true record of journeys and duties completes by me on the date(s) stated on each travel claim form I submit. I claim reimbursement as per the General Whitley Council (GWC) Terms and Conditions of Service appropriate to my employment. 7. I further clarify that the vehicle(s) used (as stated on each travel claim form I submit) is covered for full third party insurance, including cover against risk of injury to, or death of passengers and damage to property. This must be signed and returned to the payroll Department, before any travel expenses can be paid. Signed Please Print.. Date... Please return to: Payroll Department LET 5

6 COUNTY DURHAM AND DARLINGTON NHS FOUNDATION TRUST - LET COMPLETION AND SUBMISSION OF TRAVEL EXPENSE CLAIM FORMS 1. General points to be Observed: Each claim should be separately headed (BLOCK CAPITALS PLEASE), totalled and signed before submission to the appropriate Certifying Consultant. Claims MUST be submitted on a monthly basis and where applicable all tickets or receipted invoices should be attached. (LATE SUBMISSION AND LACK OF RECEIPTS COULD DELAY PAYMENTS) All places visited should be detailed in the order in which they were visited. Full details of car(s) used in the month should be shown. (see col. 7) 2. Completion Guidance: Col 1 Date when travelled to be entered Cols 2/3 Times to be completed for emergency recalls to principle base. Col 4 Show clearly where journey(s) begin and end, and any official journey(s) throughout the day. Col 5 Give brief description on the purpose/reason of the journey. Col 6 Where more than one car used, indicate A or B for car used as appropriate. Col 7 Enter total miles travelled of actual journey. Col 8 FOR OFFICE USE ONLY. DO NOT COMPLETE. Col 9 FOR OFFICE USE ONLY. DO NOT COMPLETE. Col 10 FOR OFFCE USE ONLY. DO NOT COMPLETE. Col 11 FOR OFFICE USE ONLY. DO NOT COMPLETE. Col 12 Give names of any passengers carried. Col 13 Show miles passengers were carried. Col 14 a. Show all other expenses incurred e.g.: parking fees/ toll etc. b. The more expensive forms of transport (Air Fares/Taxis/Hire Cars etc.) will only be reimbursed in full where the consultant is satisfied that the extra expense was justified by the overall economies obtained or by the lack of practicable alternatives. Certification indicates that the certifying consultant is satisfied that the journeys and duties detailed were necessarily undertaken and to the best of their knowledge, completed as stated. Certification will also be taken to mean that the certifying consultant is satisfied that the use of taxis, hire cars, air travel, etc., is properly justified for the requirements detailed in Col 14 above. All totalled, signed and certified Travel Expense Claim Forms should be sent direct to: Payroll Department CDDFT-LET WATERFRONT 4 GOLDCREST WAY NEWBURN RIVERSIDE NEWCASTLE UPON TYNE 6

7 Payroll Department Our Ref: Initials/payroll number/nominated base Your Ref: payroll number Date Address Dear Dr Thank you for your travel claims dated (date) to (date) which I received on the (date). From our records we have your nominated base as (hospital). Unfortunately you are unable to change your nominated base once you have claimed for and been reimbursed excess mileage even if you have moved address. Under Inland Revenue regulations once you have been in one place of residence for more than six months, it then becomes classed as a permanent place of residence for claiming rotation/temporary workplace travel. Although we have noted that you have relocated to a new place of residence stated above you are unable to change your nominated base. Therefore the distance between your current place of residence and (hospital) (nominated base) is (value return journey) miles for a return journey. A nominated base can only be changed in exceptional circumstances, for example if the closest hospital to your home no longer houses your specialty or your first address was hospital accommodation. I will process the claims I have for you here using (hospital) as your nominated base, can you please use this on future claims. Yours sincerely Travel Officer Direct Dial: Fax: 7

8 Our Ref: Initials/payroll number/travel reminder Payroll Department Your Ref: payroll number Date Address Dear Dr, Thank you for your travel claims from (date) until (date) which I received on (date). Although your claims are being processed on this occasion I must direct you to paragraph 276 in the Hospital Medical and Dental Staff (England and Wales) Terms and Conditions of Service, where it states: Submissions of Claims 276. In preparing claims, practitioners shall indicate adequately the nature of the expenses involved; claims shall be submitted normally of intervals of not more than one month, and as soon as possible after the end of the period to which the claim relates. In future please submit your travel claims on a monthly basis to avoid any delay in payment. Yours sincerely Travel Officer Direct Dial: Fax: 8

9 Our Ref: Initials/payroll number/travel authorisation Payroll Department Your Ref: payroll number Date Address Dear Dr, Thank you for your travel claim forms from (date) until (date) which I received on (date). As they are older than three months old, we require a covering letter of authorisation from the Director of Finance from the host training trust you were based at during the period being claimed on the travel claim forms attached Once we have your forms back with the appropriated authorisation we will process the travel claim forms in the next available pay run. Thank you for your co-operation Yours sincerely Travel Officer Direct Dial: Fax: 9

10 Our Ref: Initials/payroll number/travel Your Ref: payroll number Date Address Dear Dr, I am returning the attached Travel Expenses Claim Form for the reason(s) highlighted below. Please resubmit it correctly completed. It will then be processed through the next appropriate Payroll run. A separate manual payment will not be processed. You have not signed the claim. The claim has not been authorised (by your supervising consultant). You have not completed the car details. You have not stated your Nominated Base. You have not stated your Current Hospital. You have completed an Expenses Claim form for another employer. A supply of the correct form is enclosed. You have not stated the distance between your Home and Nominated base. You have claimed multiple journeys on one line. Whitley Council and Tax regulations cannot be correctly applied. You have not completed the Description of Journey column. Other: Thank you for your co-operation Yours sincerely Travel Officer Direct Dial: 10

11 Our Ref: Initials/payroll number/travel & Sub Your Ref: payroll number Date Address Dear Dr, I have received your application form for Travel & Subsistence allowance. Your application has been approved and this allows you to claim one return journey home per week and temporary accommodation payment. This must be claimed on travel expenses claim form, filled in appropriately and all receipts or copy payslips attached which shows your accommodation charge. You are still able to claim all official mileage e.g.: on calls and clinics etc., and all journeys for teaching/training purposes. I have enclosed a supply of travel claim forms and an example of how to complete them. These forms must be on double-sided claim forms and signed by yourself and authorised by the appropriate signature for the trust you are currently work at. If you need any further information please do not hesitate to contact me. Yours sincerely Travel Officer Direct Dial: Fax: 11

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