AIR CADET ORGANISATION FINANCE MANUAL

Transcription

1 ACP 300 AIR CADET ORGANISATION FINANCE MANUAL

2 CONTENTS Finance Instruction Number 301 The Air Training Corps General Purposes Fund 302 Accommodation, Messing and Rations 303 Official Entertainment and Working Functions 304 The Conveyance of Cadets at Public Expense to Official Training Activities 305 Wing Annual Parades Expenses 306 Air Training Corps Indemnity and Insurance Schemes 307 Re-issue of Cheques and Cash losses ATC Public Account 308 Remuneration - ACO RAFVR(T) Officers and ATC Adult SNCOs 309 ACO Adult Personnel Allowances General Notes 310 Outfit and Uniform Allowances 311 Motor Mileage Allowance 312 Home-To-Duty Allowance 313 Subsistence Allowance 314 Air Cadet Chaplains Attendance Allowance and Expenses 315 Air Training Corps Civilian Members Allowances and Expenses 316 Volunteer Gliding Squadron Personnel Allowances and Expenses 317 Air Experience Flight RAFVR(T) Staff Pilots Allowances and Expenses 318 Administrative Expenses

3 GENERAL AIR CADET FINANCE INSTRUCTIONS INSTRUCTION NO 301 THE AIR TRAINING CORPS GENERAL PURPOSES FUND 1. History. The Air Training Corps General Purposes Fund (ATC GP Fund) was established under a Trust Deed dated 1 Dec 60 and was approved by the Inland Revenue Charitable Division on the 28 Feb 68. The Trust was registered with the Charity Commission, Registration Number on the 29 Mar 69 as a Charity whose prime purpose is to provide for the benefit of personnel in the Air Training Corps. 2. Purpose. The ATC GP Fund is designed to provide financial support for welfare, activities and sport, at Regional and Corps levels, in those areas where Public funding is not available. 3. Management of the Fund. a. A Board of Trustees is responsible for ensuring that the ATC GP Fund is operated in accordance with the terms of the Trust Deed and Charity Commission regulations. The Board members are: (1) Commandant Air Cadets (Comdt AC) - Chairman. (2) Chief of Staff Air Cadets (COS AC). (3) A Member nominated by the Comdt AC. (4) A Member nominated by the Corps. (5) A Member nominated by the F&GP Committee of the Air Cadet Council. b. The day-to-day financial control and administration of the fund is vested in the Comdt AC, supported by the Air Cadets Finance Officer (ACFO) who is the Treasurer and the Accounts Officer who is the Secretary. Budgets are allocated to the following Desk Officers at HQ AC: ACFO, Head of Corporate Communications, Wg Cdr Training Ground and Wg Cdr Phys Ed. c. The Finance & General Purpose (F&GP) Committee of the Air Cadet Council has particular responsibility for maintaining the income of the GP Fund and allocating it in support of extra mural welfare, activities and sport activities, at Regional and Corps level. The F&GP Committee members are: (1) Commandant Air Cadets (Comdt AC) Chairman. (2) Chief of Staff Air Cadets (Chairman of the ATC Sports Council)

4 FUNDING (3) The Six Regional Chairmen. d. In Attendance: (1) Regional Commandant appointed by Comdt AC. (2) The Corps Chaplain. 4. Introduction. The Fund is primarily supported by subscriptions from enrolled and junior cadets. Additional income is derived from a portfolio of long-term investments and donations. The GP Fund also operates a number of holding accounts, for example, air fares for overseas camps. 5. Corps Adventure Training Centres. A charge is levied on all adults and cadets attending the Corps Adventure Training Centres at Windermere and Llanbedr. The money is used to improve the amenities at the centres. SUBSCRIPTIONS 6. General: a. The F&GP Committee sets the monthly subscriptions rate per enrolled and junior cadet. No subscriptions are collected for the month of August. The rates are published in Cadet Routine Orders. b. The ATC GP Fund provides important benefits to the Corps and subscriptions are therefore obligatory. Squadron Committees are responsible for ensuring that they are collected and sent to Wing HQs when due. If a Wing Commanding Officer considers that special circumstances merit a squadron being excused wholly or partially from payment for a period, he is to forward full details through his Rgnl Comdt for consideration by Comdt AC. (In addition to the ATC GP Fund proportion Wing and Squadron committees set their own level of subscription depending on planned activities and collect during the year at their discretion). 7. Procedure for Collection of Dues: a. In order to produce a quarterly income to the Fund and to reduce the Wing HQs task to once per 6 months, contributions from Wing HQs will be called for as follows: (1) Group 1 - For the Periods Ending 31 Mar and 30 Sep: Beds & Cambs Bristol & Gloucester Cumbria & North Lancs Devon & Somerset Dorset & Wilts Durham & Northumberland East Cheshire & South Manchester Essex Herts & Bucks Kent Trent Merseyside Northern Ireland Plymouth & Cornwall No 1 (OS) Akrotiri

5 East Lancs Hants & IOW West Scotland No 4 (OS) Gutersloh No 6 (OS) Herford No 7 (OS) Jersey No 8 (OS) Rheindahlen & Bruggen (2) Group 2 - For the Periods Ending 31 Mar and 30 Sep: Central & East Yorks Highland London Middlesex No 1 Welsh No 2 Welsh No 3 Welsh Norfolk & Suffolk North East Scotland South East Scotland South & East Midlands South & West Yorks Staffs Surrey Sussex Thames Valley Warwick & Birmingham West Mercian No 2 (OS) Gibraltar b. The amount required will be assessed from statistics provided on BADER. Subscriptions are collected 6 months in arrears and are calculated for each quarter using the cadet strength on the last day of the previous statistical period. The timetable for collecting subscriptions is as follows: Wing HQ Subscription Period Stats Period Used for Calculations Group 1 1 Oct - 31 Mar 1 Oct-31 Dec 30 Sep 1 Jan-31 Mar 10 Jan 1 Apr - 30 Sep 1 Apr-30 Jun 31 Mar 1 Jul-30 Sep 30 Jun Group 2 1 Jan - 30 Jun 1 Jan-31 Mar 10 Jan 1 Apr-30 Jun 31 Mar 1 Jul - 31 Dec 1 Jul-30 Sep 30 Jun 1 Oct-31 Dec 30 Sep Date Bills Issued Date of Withdrawal from Bank Acct 1 Mar 15 May 1 Sep 15 Nov 1 Jun 15 Aug 1 Dec 15 Feb c. Wing HQs are to give squadrons approximately 2 months advance notice. d Accounts GPF AO will issue the bills to Wing HQs on or around the date specified in the table above to advise the amount to be withdrawn from the Wing HQ accounts. Any queries are to be raised at this point. e. Wing HQs not using the Direct Debit system are to forward cheques, made payable to ATC GENERAL PURPOSE FUND, to Accounts GPF AO HQ AC by the 15th day of the required month as detailed above

6 EXPENDITURE 8. The welfare, activities and sports at Corps and Regional levels financed by the ATC GP Fund are listed at Annex A. 9. Sport and Non-publicly Funded Activities. Members of the Corps authorised to attend: a. Those sporting events at Corps and Regional levels listed at Annex A. b. The following non-publicly funded activities: (1) Parachuting course at the Joint Services Parachuting Centre, RAF Weston-on-the-Green. (2) Hang Gliding/Paragliding courses at the Joint Service Hang Gliding and Paragliding Centre, Crickhowell. (3) Sailing courses and other water activities organised by Wg Cdr Phys Ed. will be refunded the cost of any travel expenses and any reasonable expenses necessarily incurred on messing and accommodation, on submission of Form GPF 1 - Claim for Phys Ed Activities Expenses against the GP Fund (copy can be found in the forms library). Receipts, where applicable, are to be attached to the form. 10. Regional Phys Ed Os are responsible for organising all sports travel. These officers and those responsible for organising travel to the activities at para 9b above should give utmost regard to ensuring that travel is by the most economical means available. All claims for travelling in connection with these events have to be met from the ATC GP Fund, which derives most of its income from cadet contributions. For parties of cadets, the cheapest modes of travel are normally in the following order, but each journey should be considered on merit: a. Carrying cadets as passengers in officials' cars or Squadron Owned Vehicles (SOV). b. Coach hire or hire of Self Drive Vehicle. c. Rail travel (Sports Warrants - BR Travel Account 09111). 11. Travel by Private Motor Vehicle a. For journeys made by private motor vehicle a mileage allowance and, where appropriate, a passenger supplement will be paid. This supplement is not payable in respect of motor-cycles or other machines of similar limited carrying capacity

7 b. Members of the Air Cadet Organisation (ACO) who use a private motor vehicle to transport other members of the Corps adults or cadets to, or around authorised ACO activities, irrespective of whether these activities are publicly or non-publicly funded, are only to carry passengers in those seats fitted with a serviceable seat belt. c. Members of the Corps/parents of cadets/cadets using their own vehicles and intending to claim a refund of mileage/passenger allowance are advised to ensure, by consulting their insurers, that any hire or reward clause in the vehicle's insurance policy will not thereby be infringed. 12. Travel by SOV. Travel by SOV is refunded at current rates. 13. Coach Hire or travel by Self Drive Hire Vehicle a. If travel by coach is more economical, coaches may be hired in lieu of issuing railway warrants. Regional Phys Ed Os/organising officers responsible for the arrangements are to ensure that, whenever practical, competitive quotes are obtained, the cheapest one accepted and that the maximum use of hire vehicles is made by coordinating travel with other Wings or Regions en route. b. MOD hire contracts must not be used to hire self-drive vehicles for travel to sporting and other non-publicly funded events. When hiring self-drive vehicles for these activities fully comprehensive insurance must be obtained. A self-drive hire flow chart is at Annex B. 14. Rail Travel a. Where parties of cadets and officials are travelling by rail, enquiries are to be made at the railhead in respect of any party travel concessions available and Sports Rail Warrants are to be endorsed accordingly. All rail warrants issued for sports travel or for activities listed at para 9b above are to be annotated on the reverse with the region, sports event/activity, venue and date, together with passengers names. b. For individual rail travel, sports rail warrants are obtainable from Wing/Region HQs or their Phys Ed Os. Warrants should be annotated Cheapest Available Standard Single or Return. The date(s) valid is/are day(s) of travel, and the expiry date should be the return travel date. Unused warrants and tickets should be returned to the issuing authority. Once a warrant has been exchanged for a ticket, no refund of monies is available. The money is committed whether the journey is made or not. Cadets under the age of 16 years on the day of travel are entitled to travel at the child's fare. Sports warrants must be exchanged for tickets at a main line station. They are valid for journeys through London (e.g. Brighton to Cosford), or where the final destination is an underground station (e.g. Brighton to Northolt) but they are not exchangeable when the outward journey starts at an underground station. A ticket for the tube journey should be purchased separately and a refund claimed on Form GPF

8 c. Rail warrant books are issued to Wing/Region HQs by Accounts GPF AO. When all the warrants have been issued or on closure of the HQ, all warrant books must be returned to Accts GPF AO. 15. Messing and Accommodation a. Where possible, when an overnight stay is unavoidable, cadets are to be accommodated on RAF Stations. Such accommodation is provided without charge and the cost of meals is met by the ATC GP Fund. For other accommodation and for meals claims should be made on Form GPF 1. Receipts must be produced. b. Where it is necessary to obtain a meal en route to a sporting event and the duration of the journey is in excess of 5 hours, an allowance may be claimed for each cadet. An allowance may also be claimed for each cadet for an overnight stay. Claims should be made in bulk by Wing HQ/escorting officer and be supported with a nominal roll. 16. Claims. a. Sports Travel. Claims for sports travel, supported by receipts where applicable, are to be submitted through Regional Phys Ed Os on Form GPF Form 1. b. Travel Non-publicly funded activities (see para 9b). Claims should be submitted through Wg HQs to Wg Cdr Phys Ed HQ AC on Form GPF 1. c. Band Expenses. Members of the Corps authorised to attend the National Band Championships, National Band Camps and other representative fixtures performed by the National Ensembles (or other bands if specifically authorised by TG3) will be refunded the cost of any travel expenses and any reasonable expenses necessarily incurred on messing and accommodation which have been authorised by TG3, on submission of Form GPF 10 Claim for General Expenses against the GP Fund (a copy can be found in the forms library). Receipts should be attached where applicable. MOD hire contracts must not be used to hire self-drive vehicles for travel to band competitions. When hiring self-drive vehicles for this activity fully comprehensive insurance must be obtained. 17. Sports Grants to Regions. If the GP Fund accounts show a surplus of income over expenditure, Regional HQs can apply for a grant from the Fund. The maximum payable is 1,500 per region in each financial year. 18. Non-receipt of Payment. If a claimant does not receive the cheque reimbursing expenses, Accts GPF AO should be contacted in the first instance. If it is confirmed that the cheque has been dispatched, the claimant should complete the Form of Declaration and Undertaking and return the completed Form to Accts GPF AO. A second cheque will then be issued

9 BUDGETING 19. Procedures for Budget Ratification a. A draft budget is presented to the Board of Trustees at the spring meeting each financial year, for authorisation of the amount of expenditure. ACFO invites bids from each Desk Officer at HQ AC in the months preceding the Trustees meeting requesting justification for each bid, in particular where additional funding is required. The F&GP Committee will then authorise how the monies are to be expended and Desk Officers informed of the approved budget after the meeting. b. The report on the final outturn figures for the previous financial year is presented at the autumn meeting. Desk Officers are to provide justification for any overspends, contingency expenditure and details of savings achieved In- Year, if applicable, for inclusion in the report. c. An update on the current year is presented at the autumn meeting. ACFO will request inputs from Desk Officers in the months preceding the meeting. 20. In-Year Management a. Accounts GPF AO will distribute expenditure prints to Desk Officers at the beginning of each month. Desk Officers must ensure that expenditure does not exceed their approved bid. b. Where a contingency bid is included, it is only to be spent on the item for which it was proposed; use of the contingency has to be justified in the end-of-year budget report. 21. Management of Flexible Budgeting a. Desk Officers are permitted to flex headings within their own area. Details are to be passed to ACFO, who is responsible for updating the computer records. b. Funds can also be flexed between Desks. Desk Officers are to forward requests for additional funding from other Desk Officers to ACFO who is to scrutinise the current financial situation and liaise with other Desk Officers to ascertain if funds can be released. If funds can be released the appropriate Desk Officers are to be informed by ACFO. c. In all instances flexing is not to be at the planned detriment of one activity to boost another. 22. Comdt s Discretionary Powers. Comdt AC may authorise additional expenditure up to a maximum of 5,000 per annum without obtaining prior approval from the Board of Trustees and the F&GP Committee. Accounts GPF AO, HQ AC is responsible for recording all expenditure authorised by Comdt AC which will be identified separately in the accounts

10 23. Management Checks. Regular checks are carried out by Wg Cdr Admin, ACFO and the Accounts Officer HQ AC to ensure that records are accurately maintained and as a fraud prevention measure. 24. Audited Accounts a. The fund is audited once per year by a local firm of accountants, which are presented to the Trustees at the autumn meeting. b. Copies of the end of year accounts are available from Regional HQs upon request. Annexes: A. ATC Welfare, Activities and Sport financed from the ATC GP Fund B. Self-Drive Hire Flow Chart 301-8

11 Annex A No 301 WELFARE ATC WELFARE, ACTIVITIES AND SPORT FINANCED FROM THE ATC GENERAL PURPOSES FUND 1. ATC Insurance Scheme. Personal Accident Insurance premiums for all enrolled and junior cadets, and other items for which participants are not required to pay a premium - see FI No Miscellaneous a. Supply of the Corps magazine, Air Cadet to all cadets. b. Photographic Materials. c. Provision of amenities at the Corps Adventure Training Centres at Windermere and Llanbedr: (1) Adventure training equipment. (2) Safety Vehicles. (3) General maintenance, for example, cleaning equipment. (4) Telephone bills for the call boxes. (5) Miscellaneous costs, for example, Television Licence, Mountain Leader Training Board expenses. d. Duke of Edinburgh Bronze Award books for all cadets. e. BTEC in Aviation Studies for all cadets. f. Equipment for Regional and Wing Activity Centres. g. Corporate clothing for civilian instructors and chaplains. h. Flying courses. i. Fund raising and publicity. j. Grants to Regions and other donations. k. General administration costs, for example, bank charges, audit fees etc. in respect of the ATC GP Fund itself. l. Other projects as may be authorised from time to time. 301-A-1

12 ACTIVITIES 3. Activities covered: a. Contribution towards course fees for parachuting, hang gliding and Marine Society Training Ship courses. b. Nijmegen marches entrances fees. c. Contribution towards course fees for sailing courses. d. Holding account for skiing (Nordic and Oberammergau). e. Some aspects of the Corps shooting activities: (1) Sponsorship of cadets selected for the British Cadet Rifle Team (the Athelings). (2) Sponsorship of cadets selected for the South African Rifle Association Championships. (3) Payment of Butt Markers at Bisley. (4) Holding account entrance fees and cadets messing charges in respect of Bisley. f. Contribution towards hang-gliding course fees. g. Cost of attending National Band Championships, National Band Camps and other representative fixtures performed by the National Ensembles (or other bands if specifically authorised by TG3). h. ATC Amateur Radio Society: (1) ATC Amateur Radio Society subscriptions. (2) License fees. (3) Exhibitions. (4) Expenses incurred by the Corps Radio Officer in connection with ATC Amateur radio. Note: Individual travel costs in respect of the Air Cadet Amateur Radio Society are met from sqn/wg/rgn/atc General Purpose Fund dependent on the level at which they are set, as appropriate. The remainder are met from public funds as part of the training syllabus see FI A-2

13 i. IACE: (1) GPF element: (a) (b) Holding account for air fares and insurance. IACE Trading Fund. (2) Grant-in-aid element: (a) (b) Travel costs. Royal Tournament tickets and parking. (c) Visits of Wgs to the Tower of London, Palace of Westminster and the London Eye. (d) (e) (f) (g) Name badges. Host country gift. Presentation items to visitors, for example mugs. Subsistence costs. SPORT 4. Provision of some sports kit and equipment. 5. Sports Events at Regional Level. Regional sports competitions financed from the ATC GP Fund and organised by Regional Phys Ed Os (through Regional Phys Ed Committees) are restricted to the following: a. Senior Association Football. (Male cadets only). One Inter-Wing Competition (3 stages maximum). b. Junior Association Football. (Male cadets only). One Inter-Wing Competition. c. Senior Rugby Football. (Male cadets only). One Inter-Wing Competition (3 stages maximum). d. Junior Rugby Football. (Male cadets only). One Inter-Wing Competition. e. Senior Hockey. (Female cadets only). One Inter-Wing Competition (3 stages maximum). f. Junior Hockey. (Female cadets only). One Inter-Wing Competition. 301-A-3

14 g. Senior Netball. (Female cadets only). One single match Inter-Wing League Competition. h. Junior Netball. (Female cadets only). One single match Inter-Wing League Competition. i. Athletics. One Inter-Wing Meeting. j. Swimming. One Inter-Wing Meeting. k. Cross Country Running. One Inter-Wing Meeting. Notes: 1. Any matches or competitions in addition to the above must be financed by the Region or Wing concerned - eg all Regional Trial/Practice matches (unless they are used as an alternative to the Inter-Wing Competition for selection of a Regional team to compete in the Inter-Region Cup Competition) are to be paid for by the Region concerned. 2. To reduce transport costs Regions should organise Netball and/or Hockey competitions in conjunction with Association and/or Rugby Football competitions; and Junior Netball or Junior Hockey for girls, games are to be staged together with the Senior girls tournaments whenever possible. 3. All Inter-Wing Competitions are to be conducted in accordance with the rules laid down for Corps Championships and Inter-Region Cup Competitions. The events and order of the programme should be the same and the participation and limitations of entry rule for Corps Championships must be applied at Inter-Wing level. 4. Travel expenses associated with training for the Swimming Competency Certificates for Air Cadets are publicly funded and claims for expenses should be made on an Accts Form 1771 annotated accordingly. See FI Sports Events at Corps Level. The sports competitions/championships organised at Corps level by the Phys Ed staff, HQ AC, (through the ATC Sports Council) and financed from the ATC GP Fund are: a. Association Football (1) Inter-Region (Senior) Cup Competition. (2) Inter-Region (Junior) Competition (3) Inter-Region (Junior) Cup Competition. (4) Corps Representative Team Fixture. 301-A-4

15 b. Rugby Football (1) Inter-Region (Senior) Cup Competition. (2) Inter-Region (Junior) Cup Competition. (3) Corps Representative Team Fixture. c. Athletics (1) ATC National Championships. (2) Corps Representative Team Fixture. d. Swimming (1) ATC National Championships. (2) Inter-Service Cadet Swimming Championships. e. Cross Country Running (1) ATC National Championships. (2) Corps Representative Team Fixture. f. Netball (1) ATC (Senior) Championships. (2) ATC (Junior) Championships. (3) Corps Representative Team Fixture. g. Hockey (1) Inter-Region Girls (Senior) Shield Competition. (2) Inter-Region Girls (Junior) Competition (3) Corps Representative Team Fixture. 7. The rules and regulations governing the above Region/Corps competitions and championships are given at Annexes A, B, C, D, E, F, G and H to ACTI No A-5

16 Annex B No 301 SELF DRIVE HIRE FLOW CHART 1. When deciding on the options for obtaining self drive hire vehicles, you should use the chart below to assist you. SELF DRIVE HIRE VEHICLE REQUIRED FOR CADET ACTIVITY No Refer to ACP 300 Is journey related to sport, social/welfare activities, Annual Corps Band Comp or representative venues for the Corps Band? Yes Refer to ACP 300 AI 301 Third Party Insurance covered by MOD. FMT3 action to be taken in the event of an accident/ incident. Hirer is to ensure vehicle hire includes Comprehensive Insurance. Is Journey for Camp Travel? Yes If funding approved by HQ AC, complete GPF 1. Otherwise fund from local resources. No If Wing HQ has approved self drive hire, complete Accts Form 4. Complete Accts Form 4 for Wing HQ approval to travel at public expense. Otherwise fund from local resources. 301-B-1

17 AIR CADET FINANCE INSTRUCTIONS INSTRUCTION NO 302 ACCOMMODATION, MESSING AND RATIONS ACCOMMODATION AND MEALS PROVIDED BY SERVICE ESTABLISHMENTS 1 ATC personnel making visits to RAF Stations or other Service establishments may be provided with meals by the host Establishment and Sqn COs should advise the Establishment concerned, through the ACLO, of the type and number of meals required. ADULTS 2 Adult members of the ATC are accommodated and fed at public expense in Service messes when on duty visits subject to the conditions detailed in this FI. 3. The Military Salary includes elements for accommodation and messing and the regulations governing the payment of food and accommodation charges appropriate to RAF personnel will apply in principle to RAFVR(T) officers, Warrant Officers ATC and SNCOs when remuneration is in issue. For this purpose personnel will be treated as though they were authorised to live out at the parent unit and that they were on temporary duty for accommodation and public messing charges. 4. Adult personnel of the ATC will be accommodated and fed in Service messes when on duty visits subject to the conditions in para 5. The term adult personnel or adult members of the ATC includes: a. RAFVR(T) Officers. b. WO ATC. c. SNCOs. d. Civilian Instructors (CIs). e. Chaplains. f. Civilian Committee Members. 5. RAFVR(T) Officers, WOs and SNCOs ATC: a. When an RAFVR(T) Officer, WO or SNCO ATC is on duty but not in receipt of remuneration, no public food and accommodation charges are to be applied. Pay-As-You-Dine (PAYD)/extra messing charges and mess subscriptions will, however, continue to be levied where such a system exists. b. When an RAFVR(T) Officer, WO ATC or SNCO ATC is on duty and in receipt of remuneration, public food and accommodation charges are to be applied as follows: 302-1

18 (1) For the first 30 days: (a) Accommodation charges are not to be levied. (b) Messing charges are to be levied. Entitled casual meal charges are to be levied for the first 24 hours. Thereafter, the standard messing charge for single UK Service personnel is to be charged whether the individual is married or single. (2) After 30 days then: (a) Accommodation charges are to be applied as detailed for UK Service personnel on duty based on the room occupied. (b) Messing charges for single UK Service personnel are to be applied, except when field conditions have been declared. (c) When off duty, RAFVR(T) Officers, WO ATC and SNCO ATC who choose to visit a Unit will have the appropriate nonentitled food and/or accommodation charges applied. 6. It should be noted that NONE of the charges may be reclaimed from Public Funds. However, all personnel accommodated in Service messes whilst on detached duty, irrespective of whether or not they are in receipt of remuneration, are entitled to claim the Mess Incidental Expenses (MIE) Allowance per 24 hour period. Claims for this allowance should be submitted to Accounts Office, HQ AC, on Accts Form It is essential that the timings of the duty are shown on the claim. 7. Chaplains, CIs and Civilian Committee Members. The regulations contained in sub-para 5a also apply to Chaplains, CIs and Civilian Committee Members. 8. All visitors to Service messes are liable to additional charges by the mess. These usually take the form of extra messing, maintenance and mess subscriptions and are the responsibility of the individual. All personnel remain responsible for settling their mess bills, where applicable, prior to departure. Personnel departing at a time when no mess staff are available to collect the charges, must arrange for the mess bill to be settled on the day prior to departure. 9. Officers/WOs/SNCOs ATC in financial difficulty may claim a remuneration advance for courses and camps of 4 days duration or more. This procedure is laid down in ACP 300, FI 308, Appendix 3 to Annex A. 10. The terms of para 6 above apply to AEF pilots and gliding instructors when the RAF establishment which they visit on duty is other than the unit to which they are appointed. When attending their normal place of duty they may claim an allowance for each attendance in accordance with FI

19 11. Pay-As-You-Dine (PAYD). Personnel on paid duty whilst visiting a Unit where a PAYD facility exists will pay at the point of sale at the entitled rate for a standard core menu. If not on paid duty, personnel are entitled to the core menu offer at public expense, but are to provide a nominal roll to respective messes. Where extra messing charges exist or retail offers are provided, in an Officers or SNCO s Mess, then this is a personal responsibility to finance. It is, therefore, important that personnel liaise with the Station Liaison Officer for a full explanation on extra messing and retail costs in force at each Unit visited. CADETS 12. ATC cadets have no entitlement to be provided with meals or ration allowance at public expense except as detailed in this instruction. 13. Cadets will be provided with free accommodation when attending annual camps and approved courses of instruction. When paying authorised visits to RAF Stations or other Service establishments, cadets may, at the CO s discretion, be supplied with meals up to a maximum of 28 days per year, including annual camp. 14. Cadets may be fed under Service arrangements for attending Annual Camps and authorised Courses of Instruction. Meals will be provided at a nominal charge for each day a cadet attends annual camp or an authorised course of instruction, including days of arrival and departure. 15. Cadet Contribution towards Messing: a. Rates. Meals for cadets will be provided at a nominal charge for each day spent at camp or on a course, including the day of arrival and departure. For each day or part of a day that messing is provided under Service arrangements, cadets are to pay a standard contribution towards messing unless exempt under the terms of sub-para 15. These rates vary each year and are promulgated in CRO s. Note: It is emphasised that where messing is provided a full daily charge is applied regardless of the number of meals taken. b. Payment Procedure. At annual camps, weekend camps or visits to RAF Stations, the cadet contribution is to be collected by an ATC Officer (normally the Camp Commandant in the case of annual camps) and together with a nominal roll, deposit with the host Station Accounts Flight Cashier in advance. When visits are made to RN and Army establishments, payment of the contribution is to be made to the OC Accounts Flight/Cashier of the appropriate parenting RAF Station. Cadets attending courses of instruction are to pay meal charges direct to the Accountant Officer. If for any reason this is not possible a nominal roll and payment should be sent to HQ AC Accounts for action

20 c. Exemption under the Education Reform Act 1988: (1) Where an entitlement to a ration allowance exists, cadets will be expected to contribute towards the cost of food unless they are exempted by the Education Reform Act The requirement remains for all cadets who do not meet the criteria at sub-para 15 (2) below to conform to the general ruling that cadets are not entitled to be totally provided with meals at public expense. The OIC of each ATC party attending such activities is to ensure that the usual contribution is obtained from each cadet and the monies collected used to defray food costs. (2) Students who are registered as formal members of ATC units and are members of families in receipt of Income Support are exempt from paying food charges whilst attending Service sponsored courses or consume composite rations on activities of a residential nature. (3) Cadets who meet these criteria and attend Service annual camps, Service sponsored courses or consume composite rations on activities of a residential nature are to be given the option of claiming exemption. It is entirely up to the individual cadets as to whether they claim exemption or not. (4) For attendance at camp, Sqn Commanders are responsible for identifying which cadets qualify for exemption and then for this information to be relayed to the Camp Commandants. (5) Qualifying cadets who claim exemption for their attendance at annual camps will have their messing contributions met from the host Station. For all other activities where a ration entitlement exists the costs of cadet contribution for those claiming exemption will be met centrally from HQ AC. In order for units to be reimbursed when a cadet claims exemption, it is essential that the appropriate part of the HQ AC Accts Form 41 Claim for Ration Allowance is completed (a copy of this form can be found in the forms library). 16. Pay-As-You-Dine (PAYD) for ACO Cadets. Upon arrival at the PAYD Unit each cadet is to pay the cadet contribution for each day to the Station Cashier. As usual it is the responsibility of the Cadet Force to ensure these contributions are collected and correctly accounted for. A nominal roll is to be provided to enable the Unit to claim for all cadets for the number of days on Unit through the manual ledger account. This entitles the cadet to partake of the CORE MENU OFFER; however, should the cadet wish to trade up to a higher priced retail offer this is a personal responsibility for funding. This should either be reinforced to the cadets prior to any meals being taken or a decision made, by the Supervising Officer, not to allow the cadets to upgrade to retail offers

21 RATION ALLOWANCES Adventure Training 17. Entitlement to claim Ration Allowance is authorised for qualified adult supervisors and cadets units at camp sites where it is impracticable or uneconomical to obtain rations from Service sources of supply. 18. Ration Allowance cannot be authorised for periods of less than 48 hours and is subject to continuous periods of training up to a maximum of 8 days. Exceptionally for overseas expeditions this period may be extended with the approval of the appropriate Region in conjunction with Wg Cdr Phys Ed. The period of attendance is to be calculated from the times of arrival and departure from the place of duty. 19. For days of arrival and departure the unit is entitled to claim the undermentioned percentages of Ration Allowance as applicable for each meal actually provided at the authorised common meal times as stated below: a. Breakfast hrs - 15%. b. Midday meal hrs - 35%. c. Evening meal hrs - 50%. Note. Ration Allowance will not be paid for meals taken during travelling time. 20. The standard ratio of the number of adults required to supervise cadets is one adult to 10 cadets. Authorised activities of a hazardous nature may qualify for the enhanced ratio of one adult to 5 cadets. 21. Claims for Ration Allowance involving main and advanced parties (ie personnel arriving and departing at different times) should be submitted on separate claim forms. 22. Ration Allowance may not be claimed on days when composite rations are consumed. 23. Claims should be submitted on HQ AC Accts Form 41 and must include the respective Squadron bank account details. It is not permissible to pay claims to any other account than that notified to HQ AC (Accounts) as the official Squadron bank account. Payments will be made at the appropriate rates less the cadet contribution. 24. Special conditions apply to the issue of ration allowance for those attending the Adventure Training Centres at Windermere and Llanbedr (see ACP 17)

22 Annual Wing Parades 25. When Annual Wing Parades cannot be held at a suitable Service establishment due to the lack of facilities, a Packed Meal Allowance may be authorised for the personnel involved. 26. The Wing HQ should seek prior authority from Regional HQ, and claims on HQ AC Accts Form 41 Claim for Ration Allowance accompanied by nominal rolls are then to be submitted through Region to HQ AC (Accounts) after the event. 27. Packed Meal Allowance rates vary monthly and may be obtained from HQ AC (Accounts) on request. Continuous Gliding Training at Volunteer Gliding Squadrons 28. Ration Allowance may be claimed for cadets undergoing weekend or continuous gliding training at selected Volunteer Gliding Squadrons where no messing facilities are available and usually an overnight stay is involved. Adult personnel not in receipt of assistance towards the cost of meals may also be entitled to claim. Claims are to be submitted on an Accounts Form 41 and will be payable to Unit Funds only

23 AIR CADET FINANCE INSTRUCTIONS INSTRUCTION NO 303 OFFICIAL ENTERTAINMENT AND WORKING FUNCTIONS OFFICIAL ENTERTAINMENT 1. The scope (and funding) for Official Entertainment at Public expense is very limited and delegation to commit expenditure on Official Entertainment does not normally extend beyond Commandant Air Cadets and Regional Commandant level. 2. The authoritative document when planning official entertainment at public expense is JSP 462, Chapter 45. This is complimented by guidance issued by the Senior Budget Manager (issued under separate cover). 3. Before any Official Entertainment is entered into, the following points are to be noted: a. Expenditure on Official Entertainment is open to audit and Public and Parliamentary scrutiny, and is a particularly sensitive issue. Prior approval must be sought from the Budget Manager via an MOD F1199. b. The cost of any entertainment provided where prior approval has not been obtained, must be borne by the host or hosts. WORKING FUNCTIONS 4. Working functions, such as business meetings, conferences and seminars are not forms of Official Entertainment. However, these functions are still governed by JSP 462, Chapter 45, Annex C and some aspects overlap with the official entertainments regulations i.e. type of function, indicative rates etc. 5. Before meals/refreshments are arranged for Working Functions, the following points are to be noted: a. Prior approval must be sought from the Budget Manager via an MOD F1199A (relates to meals/refreshments that will not be claimed through normal Travel and Subsistence channels). b. The cost of any meals/refreshments provided at Working Functions where prior approval has not been obtained, must be borne by the organiser. 6. If you require any further guidance on Official Entertainments or Working Functions you should contact the Air Cadet Budget staff at RAFC Cranwell (Air Cadet Budget Manager Ext 7798 or Air Cadet Budget Officer Ext 7547)

24 AIR CADET FINANCE INSTRUCTIONS INSTRUCTION NO 304 THE CONVEYANCE OF CADETS AT PUBLIC EXPENSE TO OFFICIAL TRAINING ACTIVITIES INTRODUCTION 1. Unit travel or the travel by parties of Cadets and of Officers, WOs and SNCOs ATC accompanying them is allowed at public expense when the travel is in connection with the authorised activities in support of the Air Cadet UK training syllabus. Overseas travel at public expense will only be funded in exceptional circumstances and must have the prior approval of the Budget Holder (via the Budget Manager). 2. In no circumstances is travel at public expense to be authorised in connection with sport, welfare or any social activity. CAMP AND ACTIVITIES HIRE 3. When arranging travel to publicly supported camps and activities e.g. Easter, Summer, Work Experience Courses and Windermere/Llanbedr, transport must be considered as early as possible after being advised of the dates of the camps. The following financial procurement mechanisms are to be used: a. The default mechanism for booking transport for the ACO is through the MOD UK White Fleet (UK WF) contract. However, where it can be proven that this contract will not provide either a workable solution or does not provide best value for money, then local transport may be booked by your Wing Admin Staff using the Government Procurement Card (GPC). When comparing costs, it should be noted that budget holders will not pick up the cost of VAT when using the UK WF contract, but VAT will be chargeable when using the GPC. Use of GPC is the only authorised alternative procurement method available, as the ACO has been granted an exceptional exemption from use of the UKWF contract and no other method fulfils current contractual requirements. b. Where it is decided that travel by Rail is to be used your Wing Admin staff should be contacted for approval and details. All rail travel must be booked through the Defence Transport and Movements Agency (DTMA). Rail cards may be used to reduce the cost of rail travel, but details of the card must be given at the start of the booking. If not already held, rail cards are not to be purchased at public expense. Note: Rail Warrants may still be used, but we understand that when the current stocks are exhausted they will not be replaced, although no date has yet been published for the withdrawal of the system

25 c. When a Squadron Owned Vehicle has been authorised, an Accts Form 4 Collective Unit Travel at Public Expense (a copy can be found in the forms library) should be used as a claim for reimbursement having been suitably certified that the journey took place. COACH HIRE 4. When arranging coach hire for publicly supported activities other than camps, then the instructions at Para 3 (a c) above are to be followed. SELF-DRIVE HIRE 5. The hire of self-drive vehicles for collective travel only, may be approved by Regions or Wings as appropriate, subject to the conditions listed at Annex A. Briefly, these are: a. Drivers. Limited to Officers, Warrant Officers ATC, SNCO s and Civilian Instructors. b. Procedure. The procedure to be followed is the same as for Coach Hire as detailed above. 6. Failure to comply with any of the conditions listed in Annex A will absolve the Ministry of Defence from any obligation in regard to the hire of vehicles and may also result in the squadron having to pay all or part of the bill from their own welfare funds. Any ACO adult volunteers that wish to drive an MOD vehicle (including vehicles hired as per para 3a above), who do not already hold the D1 driving category must achieve this qualification. Logs 1 has arranged an approved driver training course (MOD sponsored training through Leconfield) lasting a maximum of 5 days to cover the D1 category addition. The information and procedures for this process are held at Wing HQ, by HQ AC CCF Admin for CCF (RAF) Sections and on BADER on the Logs site. Approval must be granted by Wg Ex O/Sqn Ldr CCF prior to commitment. Remuneration is admissible within the 28 day limit. A medical and a theory test are required prior to attending the course and these costs can be reclaimed once the course has been completed. Reimbursement of the medical, theory test (receipts or proof of payment attached) together with any travel and subsistence can be claimed on an Accounts Form 1771 following authorisation through the relevant approver and forwarded to HQAC, Accounts for payment. SQUADRON OWNED VEHICLES (SOV) 7. A vehicle owned by a squadron may be used to convey cadets on official activities. An allowance will be paid, subject to the following conditions: a. The vehicle must have forward facing seats with fixed seat belts, be fully roadworthy and taxed and insured in the name of the ATC Squadron. Squadron owned vehicles must be insured without financial limit, against claims in respect of: (1) Bodily injury or death of third parties

26 (2) Bodily injury or death of any passengers. (3) Damage to the property of third parties; (cover either unlimited or not less than 100,000). b. It is also necessary that the insurance company should undertake to indemnify the Crown, in the event of a claim being made against the Crown, to the same extent as the Squadron is insured under the policy, on the understanding that the insurers are also to retain control of the claim. c. Squadron Commanders will be expected to produce the relevant Insurance Certificate and Policy at the time of a squadron inspection by Wing Staff Officers. d. Squadron Commanders must also ensure that all drivers of the vehicle hold a valid driving licence which includes the D1 driving category. Any ACO adult volunteers that wish to drive the SOV, and do not already hold the D1 driving category may do so if a Permit 19 obtainable by the Sqn Cdr on submission of an Accts F82 to HQAC has been allocated to the SOV registration number and those drivers conform to Permit 19 rules. Transport Act 1985 Section 19 refers. 8. When a Squadron Owned Vehicle is used the procedure to be used is as follows using an Accts Form 4. a. The Squadron Commander is to raise Accts Form 4 by completing the first part section and forwarding the form to Wing HQ at least 14 days before the proposed journey. b. The Wing HQ is to authorise (or not authorise) the journey by completing the Authority by Wg Ex O section and returning it to the Squadron Commander. c. If the journey has been authorised the Squadron Commander is to complete the Certificate by OC Sqn section following the duty and forward the form Wing HQ. d. The Payment authority by Wg Ex O should then be competed and the form forwarded to HQ Air Cadets (Accounts) for payment to squadron funds. It is vital that this action is taken as soon as the journey has been made or at the latest within 4 weeks of completion of the journey. SCHOOL VEHICLES 9. A school squadron, borrowing their school vehicle to convey cadets on official activities, is entitled to reimbursement at the Private Car Rate (PCR) of Motor Mileage Allowance (MMA) provided that: a. The appropriate insurance requirements for Squadron owned vehicles are met (excluding the condition regarding taxation and insurance in the name of the Squadron). See paras 7a and b

27 b. The Squadron Commander has obtained written confirmation that the receipt of MMA will not invalidate the insurance cover, and this will be made available for security by Wing Staff Officers during the squadron inspection. 10. When a School owned vehicle is used the procedure to be followed is the same as that used by Squadron Owned Vehicles as detailed above using Accts Form 4. AUTHORISED ACTIVITIES 11. The question of travel at public expense by cadets to any activities not covered specifically by the terms of this Instruction, or any other query regarding its implementation, should be referred to HQ Air Cadets through Wing and Air Cadet Regional HQs. As a general guide, competitions, other than those listed in ACP 20A, do not attract public funding. BUDGETARY CONTROL 12. Regions and CCF will be notified of their travel allocations annually, once Air Command has authorised and issued the Air Cadet Budget to Comdt AC (this process is often not finalised until several months into the new financial year, so budget holders should aim to commit no more than 70% of their previous years allocation until their allocations are confirmed). Regions may then delegate to individual Wings as required and notify the Budget Manager of the amounts allocated. Delegated Budget Holders should maintain records of the committed costs against their delegated budgets and ensure that they do not commit themselves to expenditure beyond the limit of their budgetary allocation. If problems are anticipated, then the Budget Manager should be alerted at the earliest opportunity through their respective ACRHQ, as it may be possible to reallocate funds from elsewhere within the overall ACO budget. It should be emphasised, however, that spend within any one year will not necessarily influence the allocations for successive years, as this has to be based on the resources available to Comdt AC and planned priorities at that time. 13. Unexpended balances cannot be carried forward to the next financial year. Therefore, if a budget holder suspects that they may not fully utilise their in-year budget, they should request that it is moved to another area of expenditure, or it should be offered up so that it can be used elsewhere within the organisation. 14. Certain activities are not admissible against Public Funds and should therefore be funded by a unit sports and Welfare Funds or the ATC General Purposes Fund. These activities, in respect of the ATC General Purpose Fund, are listed at Annex A to ACP 300, Finance Instruction No 301. MOD VEHICLES - VEHICLE ACCIDENT AND INCIDENT REPORTING 15. When an MOD vehicle is involved in a road traffic accident the procedures set out at Annex B must be followed

28 CCF (RAF) COLLECTIVE TRAVEL 16. As a general principle, all journeys by cadets are to be by the cheapest method of transport appropriate to their numbers except where this would entail serious delay. All journeys are to have prior approval from Wg Cdr CCF using the appropriate forms. 17. All coach/minibus journeys for which payment at public expense is requested may be paid for by the CCF(RAF) Section concerned and reimbursement claimed from HQ Air Cadets (Accounts), through Sqn Ldr CCF on an Accounts Form 8 after the journey has been completed. Alternatively, HQ AC Accounts can pay the company direct (MOD regulations mandate that the invoice can only be paid after the journey has been satisfactorily completed). An original receipted invoice is to be attached to the Form 8. The CC must countersign the form and the Certificate of Attendance on the reverse must be completed by an authorised officer at the location visited. Where SOV is used, the passenger list on the reverse of the form is also to be completed. 18. For each journey the RAF Section Commander is responsible for establishing the most cost-effective method by considering the comparative costs of the following: a. School-Owned Vehicles (SOVs). Vehicles owned by Schools/LEAs/PTSs etc which are operated on a non-profit basis may be used to carry cadets on authorised journeys. The Private Car Rate (PCR) of motor mileage allowance (MMA) may be claimed. Following the journey a Form 8 should be completed to claim reimbursement from HQ AC. The following should be noted: (1) Vehicles must be operated within the terms of the Minibus Act 1977 and in accordance with the Department of Transport Circular PSV 385 (rev 11/94). All enquiries concerning the Act should be directed to the local Traffic Commissioners or appropriate designated body (CCF Association, LEA etc) and not to MOD or HQ AC. (2) The Department of Transport (DOT) has stated the exemption certificates which protect owners who operate on a cost only basis (ie without profit) from prosecution for having no PSV license do not, in fact, prevent hiring for profit. A permit to this effect may be obtained from the DOT or another body designated by the Secretary of State (including LEAs in the case of maintained schools). (3) Where a school owns or operates a minibus and uses it to fulfil elements of the school curriculum, it may be advisable to include cadet activities in the application for exemption. Where a unit, though essentially school oriented, is nevertheless open to persons not attending the school for tuition, a separate exemption certificate should be obtained. (4) Vehicles for which it is intended to claim must be properly licensed, taxed and insured, and it is essential that owners consult with the insurance companies to ensure that payment for the carriage of 304-5

29 cadets on authorised journeys does not contravene their particular policy. Paragraph 7 gives details of all requirements. (5) Claims associated with the use of SOVs are to be made on an Accts Form 8, as soon as possible after completion of the journey but certainly within one month. It should be noted that the PCR of MMA includes an allowance for each passenger carried. To claim the correct amount, the name of each passenger is to be shown on the reverse of the form. (6) The rate for PCR of MMA will be published in Branch Routine Orders. b. Self-Drive Hire Vehicles (SDHV). SDH Vehicles hired for authorised ACO activities are classed as MOD hire and are subject to special and complex conditions see para 5 above and Annex A to this Finance Instruction. The following should be noted: (1) Incident/Accident. When notified of an incident/accident in which a SDHV is damaged, irrespective of responsibility for damage, the SC is to contact the Area Officer/Sqn Ldr CCF who, in the first instance, is to inform HQ AC Logs 1 and undertake the procedures at Annex B to this instruction. (2) Deposit/Payment. Where a deposit is required for the hire of a SDHV it must be paid initially from Contingent funds on completion of the journey, a completed Accounts Form 8, supported by receipts, must be sent to Sqn Ldr CCF for approval and onward transmission to HQ AC Accounts for payment. Fuel costs may also be refunded, however, hire vehicles are to be refueled prior to handing back so as not to incur the inflated costs which hire companies level. Additionally, insurance costs are not refundable as the MOD accepts the hire vehicle as part of its own fleet. (3) Hired vehicles from part of the MOD White Fleet may be refueled in MT Sections. c. Civilian Coach Hire. The following conditions apply to the hire of a civilian coach. (1) Invoice. The invoice from the contactor must be attached to the claim form. The cost must be the most competitive available and the seating capacity of the vehicle should approximate to the number of cadets and officers making the journey. A list of passengers must be included. (2) Payment of Hire Charge. The contractors invoice should be obtained as soon as possible and attached to a completed Accounts Form 8 and sent without delay to Sqn Ldr CCF for onward transmission to HQAC Accounts for payment. If an excess mileage charge is due the calculation of the amount for refund is to be made on the form

30 (3) Cancellation Fees. Payment for cancellation fees is only demanded by a contractor when notice is too short to enable other use to be made of the vehicle. It is incumbent therefore on contingents to inform the company if a visit has been cancelled. Bills for cancellation charges are to be accompanied by a statement from the contingent commander explaining the circumstances, and submitted with the Accounts Form 8 through Sqn Ldr CCF. If the cancellation arose from maladministration or negligence, the bill will not be accepted for payment from public funds. d. Rail Travel. Where it is decided that travel by Rail is to be used Sqn Ldr CCF should be contacted for approval and details. All rail travel must be booked through the Defence Transport and Movements Agency (DTMA). Rail cards may be used to reduce the cost of rail travel, but details of the card must be given at the start of the booking. If not already held, rail cards are not to be purchased at public expense. Note: Rail Warrants may still be used, but we understand that when the current stocks are exhausted they will not be replaced, although no date has yet been published for the withdrawal of the system. e. National Coach Service. Where it has been decided to use National Coach travel, proof of purchase of the tickets will be required to be passed to HQ AC with the Accounts Form 8. f. Air Travel. Where travel by air is the cheapest option prior authority is required from the Commandant AC through Wg Cdr CCF using the appropriate form from the forms library and the flight must be booked through DTMA. g. Private Motor Vehicles. Cadets can not be reimbursed if they use their own cars, or those of their parents, to travel to activities. If they do use them, they do so entirely at their own risk and expense. However, with prior approval from Sqn Ldr CCF, where a small number of cadets are travelling in the company of their supervising RAFVR(T) officer in his/her car to an authorised activity, he/she may claim MMA at the PCR. Claims are to be made by the submission of a Form 1771 after the journey has taken place. 19. Travel Limitations. The claims for journeys to RAF annual camp, adventure training camps, camps activities, cadet courses, affiliated RAF stations, RAF ground training competitions, the Air Sqn Trophy Day, AEFs and VGSs, together with any other events sponsored by HQ CCF, are not subject to mileage limitations. However, visits may be arranged to other RAF stations which can accept them and to other establishments in connection with the training syllabus. Payment for journeys to these and other Field Day training activities is normally limited to a maximum of 40 miles per single journey; however, full refund will be approved once per annum to a RAF station other than an affiliated station but limited to 150 miles. Such claims will normally be approved once per year

31 Annexes: A. Conditions Governing the Hire of Self Drive Vehicles. B. Vehicle Accident and Incident Reporting

32 Annex A No 304 ACO - CONDITIONS GOVERNING MOD SELF-DRIVE HIRE VEHICLES 1. The hire of an MOD self-drive vehicle for ACO collective travel where costs are reimbursable from public funds, is to be authorised by the appropriate Region and/or Wing/Sqn Ldr CCF. This form of hire is classified as MOD hire and is subject to special and complex conditions. HQ AC are not authorised to pay costs incurred by ACO units who have not obtained the necessary prior permission to hire. The MOD UK White Fleet (UK WF) contract must be utilised through the Wg Ex O as the default method for hiring vehicles. However, where it can be proved that the UK WF contract can not provide the service required or does not provide value for money, then local transport may be hired through the use of a Government Procurement Card (GPC). 2. The proposed use must be for an approved duty journey in accordance with AP 1919, Chapter 10, subject to the conditions outlined in this Instruction. 3. It is essential that whenever a firm booking is made, that the company involved is advised that reference details, made up of the squadron number and the driver/hirers name, is to be annotated on their order reference for ease of identification. 4. To hire a vehicle from the UK WF contract, Squadrons should contact their appointed Wg Ex O for further guidance. Authorised journeys using the WF contract will be paid directly to UK WF by the FMSSC Financial Management Shared Service Centre (formally the Defence Bills Agency). As there is no means for UK WF to bill squadrons directly, then the MOD UK WF contract MUST NOT be used for activities not supported by public funds. 5. A self-drive hire vehicle is to be driven only by a commissioned officer, adult warrant officer or civilian instructor aged 21 years or over with the appropriate DVLA licence including the D1 category. The driver of an MOD self-drive vehicle on an authorised journey is regarded as being on duty. 6. Any vehicle hired from Public Funds holds full MOD Owned status and is insured for third party claims, by Gallagher Bassett International Ltd under the MOD insurance scheme for the duration of the agreed hire. No additional insurance cover is to be purchased for a MOD Hire Vehicle which is to be used for an authorised journey using Public Funds. Should a hire company request evidence of the MOD indemnity then the ATC establishment requesting the hire should present the form detailed at Appendix Users of hire vehicles are to note that vehicles may be delivered prior to the commencement of the hire period and collected after the hire agreement has expired. Personnel are to note that they are forbidden to operate the vehicle outside the times of the hire agreement. The MOD will only be responsible for the vehicle for the duration of the agreed hire. Hire companies may charge for any damage to the 304-A-1

33 vehicle however minor, therefore it is important that the vehicle is fully inspected for damage, and a record of all damage is kept, both on delivery and return, to ensure that establishments are not charged for any damage caused by third parties. 8. In the event of a Road Traffic Accident (RTA) or incident involving a MOD Hire Vehicle, it is a mandatory requirement to report the RTA or incident using FMT 3 series of forms. A guide to RTA or incident reporting procedures is detailed at Annex D to this instruction. Appendix: 1. Form of Indemnity UK Use Only. 304-A-2

34 Appendix 1 to Annex A to No 304 FORM OF INDEMNITY UK USE ONLY The Ministry of Defence s third party motor claims handlers, Gallagher Bassett International Ltd, will deal with any third party claims which may arise involving the hire of a vehicle. The Ministry of Defence will meet the cost of any repairs to the vehicle howsoever arising during the period of the hire. The Ministry of Defence will, if the vehicle(s) is/are damaged Beyond Economic Repair, pay the pre-accident value (less salvage) and any reasonable loss of use claim arising there from. This indemnity will only apply if damage to the vehicle(s) does not arise as a result of negligence on the part of * its servants or agents. * Insert the name of vehicle owner/hire car company. 304-A1-1

35 Annex B No 304 VEHICLE ACCIDENT AND INCIDENT REPORTING INTRODUCTION 1. Scope. This Annex sets out procedures to be followed when a MOD vehicle becomes involved in a Road Traffic Accident (RTA) or incident. Additional instructions may be issued by Overseas Commands, as appropriate, to meet the specific requirements of local legislation. 2. Aims. The aims of this Annex are to provide guidance to all MOD units and establishments on the procedural aspects of RTA and incident reporting, with a view to: a. Providing information for the MOD s claims adjusters to permit them to handle claims by and against third parties arising from the RTA. b. Providing data for trend analysis with regard to reducing RTAs and incidents. 3. Application in the United Kingdom. These Regulations are to be applied in the UK (including Northern Ireland) whenever a MOD vehicle is involved in a RTA or incident. 4. Application Overseas. These Regulations are to be applied for approved journeys overseas. 5. Definitions. For the purpose of the Regulations in this Annex only: a. Accident. A crash or collision involving a MOD vehicle, as a result, is classified as being either an RTA or incident. b. RTA. A RTA has occurred when: (1) A MOD vehicle, whether moving or stationary, is involved in a crash or collision with another object thus causing injury to any person or animal 1, or damage to any vehicle, property, goods or any other object belonging to a third party. (2) Any MOD vehicle which, by its presence has contributed towards the cause of a RTA in which such injury or damage occurred, ie pulling out of a side road causing one vehicle to swerve and collide with another vehicle, but without actual physical involvement. 1 As defined by the Road Traffic Act 1988 (horse, cattle, ass, mule, sheep, pig, goat or dog) 304-B-1

36 c. Incident. An incident is deemed to have taken place when, or wherever a MOD vehicle has been damaged or is inspected for damage, but there is no third party involvement, claim arising or personnel injured. This includes when: (1) A MOD vehicle drives into another MOD vehicle. (2) A MOD vehicle reverses into a bollard on MOD property. (3) A stone is flicked up by the vehicle in front and cracks the windscreen. (4) A MOD vehicle is damaged whilst being driven cross-country. (5) Damage to the MOD vehicle is caused in unknown circumstances. Note: The instances shown in sub-paras b and c apply whether or not the RTA or incident occurs on MOD property, on or off-duty and whether or not the journey was authorised. d. MOD Vehicle. Any animal drawn or mechanically propelled vehicle, any trailer (see note below), towed vehicle, cycle, hand cart or animal owned, controlled or used by the MOD but excluding: (1) Aircraft. (2) Any vehicle running on rails. (3) A vehicle hired on contract where the contractor provides the driver and insurance cover. (4) Privately owned and insured vehicles driven by a Service driver (see para 5), whether or not on duty and whether or not in receipt of allowances for use of that vehicle. Note: A prime mover and its trailer(s) are in law considered as one vehicle. In an accident details of the trailer alone are not to be quoted on the report forms unless it only involves the trailer which was parked and not in any way connected to, or associated with, a prime mover. The trailer VRN must be shown on the relevant documentation. e. Service Driver. Any MOD employee who was driving or controlling the MOD vehicle (whether with or without authority) or on whose charge the vehicle was, at the time the accident occurred. f. Non-Service Driver. An individual, who is not a MOD employee, but is based within a MOD unit or who has been authorised to drive on MOD business and has been provided with a MOD vehicle for the sole use of MOD business. 304-B-2

37 g. Directorate of Claims and Legal (Finance and Secretariat) Claims (DC&L(F&S) Claims). The MOD Branch which provides policy and advice on the MOD s claims handling/insurance arrangements and deals with claims in common law. h. Area Claims Officer (ACO). MOD Claims Officers based in NI and overseas who deal with compensation claims within their geographical area. i. Department s Claims Handlers. A company, notified through the medium of DINs, which handles third party claims and claims by MOD employees. j. IMPACT. The Information Management system for the Provision of Accident Costs and Trends - IMPACT Data Cell (IDC) the MOD Branch responsible for the collation and analysis of accident data/statistics involving MOD vehicles. k. Third Party. A term primarily used to make a distinction between the driver of the MOD vehicle and any other party involved. The other party is referred to as the third party. l. F/MT 3A - Report on Post Accident Action. On processing an F/MT 3-1 IDC will automatically issue the F/MT 3A which will be forwarded to the responsible wing (as indicated at part L of the F/MT 3-1) for post accident action. Once the costs of damage to the MOD vehicle, precipitating factor and the contributory factor of the RTA have been established the F/MT 3A is to be completed and distributed as shown at Part F of the form. Submission of F/MT 3A s should not be held up if the costs details are unknown. IDC will accept F/MT 3A s without cost. Units should then send a copy of the F/MT 3A headed cost details only. (See Appendix 3). 6. Standardised Documentation. The documents used for reporting all accidents have been designed only to provide the necessary information for claims handling and allow for easy analysis by IDC. Under no circumstances are these forms to be used as evidence in disciplinary proceedings, as the information they contain is not provided on oath, under caution or as a result of legal advice. The forms used to collect accident data, which will be required for each MOD vehicle involved, are: a. F/MT 3 - MOD Vehicle - Initial Accident Report Form. Submitted as an initial report to inform the relevant Department Claims Handlers or Area Claims Officer overseas that an RTA has occurred. It requests a brief outline of the accident, third party involvement and details of any injuries, including fatalities. This form is to be submitted by fax within 24 hours. A copy of the F/MT 3 is shown at Appendix 3. In all cases the F/MT 3-1 is required as follow up action and is to be submitted as described in sub-para b below. b. F/MT MOD Vehicle - Traffic Accident Report Form. Provides detailed information of a MOD vehicle RTA to the Department Claims Handlers or Area Claims Officer overseas, IDC and higher authority. The form is to be completed in quadruplicate and is based on the information taken from the F/MT 3-2. It is to be compiled by the responsible wing within B-3

38 days of the accident. In cases of accidents, where more than one MOD vehicle is involved, an F/MT 3-1 is only required for those MOD vehicles which have caused damage to a third party, received damage from a third party or have resulted in an injury. In such cases an F/MT 3-4 is required for any other MOD vehicle involved. (The F/MT 3-1 is obtainable through your PU forms store or on demand from DSDC, Llangennech). c. F/MT MOD Vehicle - Traffic Accident Report Form - At Scene Details. Initial information gathering form. Responsible units are to ensure that this form and the accompanying F/MT 3-3 are carried in every MOD vehicle. It is to be completed by the driver at the scene of the accident. This form is to be reproduced at wing level (see Appendix 3). d. F/MT MOD Vehicle - Traffic Accident Reporting Procedures Guide. Procedural guide to drivers of MOD vehicles involved in accidents and tear off slip providing interested third parties with details of how to contact the Department Claims Handlers. Responsible units are to ensure that this form is carried in every MOD vehicle, with the F/MT 3-2 and should be reproduced at wing level (see Appendix 3). e. F/MT MOD Vehicle - Incident Report Form. Used to report all vehicle-related incidents that do not require F/MT 3-1 action. The requirement to submit this form or the F/MT 3-1 is to be determined by the responsible wing. See definition at para 5, sub-paras b and c. The F/MT 3-4 negates the requirement for any F/MT 3A action by IDC as it includes all information on one form (see Appendix 3). OBLIGATION TO REPORT ACCIDENTS 7. Air Cadet Organization (ACO) Accident Reporting Procedures. In the event of an RTA or incident the F/MT 3 (MOD series of forms for Traffic Accident Reporting) is mandatory and the flow chart at Appendix 1 is to be followed. The F/MT 3-2 and 3-3 should be reproduced from Appendix 3 of this instruction and is to be carried on all ACO Publicly Funded journeys along with the vehicle hire document. 8. ACO Drivers Involved in an Accident or Incident. The immediate administrative action required by an ACO driver as a result of being involved in a RTA is shown on the reverse of the F/MT 3-3 (Appendix 3). Drivers of MOD selfdrive hire vehicles (SDHV) involved in a RTA are to complete the F/MT 3-2 and F/MT 3-3 at the scene of the accident and submit to the Wg Ex O/Area Officer within 24 hours of the accident occurring. They are also to inform the Wg Ex O/Area Officer as soon as is practicable by phone giving brief details of the accident. Drivers are not to authorise any damage assessment or repair. 9. Wg Ex O/Area Officer Reporting Procedures. Following an accident involving a SDHV, and on receipt of the F/MT 3-2 and F/MT 3-3, the Wg Ex O is to complete the Unit Accident Procedure Manager s (UADM) comment box of the F/MT 3 (MOD Vehicle Initial Accident Report Form) and fax it to the Department Claims Handlers, Gallagher Bassett International Ltd or to the Area Claims Officer for overseas accidents. (See Appendix 2). Instructions for completion of the F/MT 3 are at Appendix 3. The Wg Ex O/Area Officer is also to obtain statements from the 304-B-4

39 driver and witnesses. The initial Accident Report is to be followed by submission of the F/MT 3-1 which is to be compiled and processed within 5 days, as per the Flow Chart at Appendix 1. (For accidents overseas Copy One is to go to the relevant Overseas Claims Officer). Where there are no injuries or no third party involvement it is not necessary to raise the F/MT 3-1. In this situation the simpler F/MT 3-4 at Appendix 3 is to be used. The F/MT 3-4 is to be forwarded to the IDC and copied to HQ AC Logs 1. There is no requirement to report incidents (F/MT 3-4) to the Department Claims Handlers. Note: The requirement to report within 5 days (NOT WORKING DAYS) is to enable the Departments Claims Handlers to begin the necessary administration procedures for third party claims and reduce third party vehicle hire charges. 10. Fatalities/Very Serious Injuries - Immediate Action by Wg Ex O/Area Officer. Where fatalities or very serious injuries have occurred immediate notice, by telephone, is to be given to Gallagher Bassett International Ltd on and to HQ AC. Immediate notice is also to be given to DC&L (F&S) Claims, (see Appendix 2) or the overseas area claims office, if the RTA involved any third party injury. These actions are mandatory and must never be delayed by an enquiry or investigation. The communication is to include information as to whether or not the MOD vehicle was: a. Driven by the authorised driver. b. On an authorised journey. c. On its authorised route. Note: The format of the F/MT 3 Initial Accident Form can be used for the necessary information. 11. SDHV Damage Repair - Action By Wg Ex O/Area Officer. When notified of an incident/accident in which a SDHV is damaged, irrespective of responsibility for the damage, before authorizing any repair the Wg Ex O/Area Officer is to obtain an estimate. Where the repair costs are likely to be less than 500, the Wg Ex O/Area Officer may authorise immediate repair and forward the invoice to HQ AC Logs 1 for payment. Where the cost of the repair is likely to exceed 500 the Wg Ex O/Area Officer is to obtain a written estimate and contact HQ AC Logs 1 as soon as possible. It may be necessary for HQ AC Logs 1 to call in the RAF MT Assessor to agree repair costs on behalf of the MOD before authority to proceed with any repair exceeding 500 is authorised. When the repair is complete the invoice should be forwarded to HQ AC Logs 1. OVERSEAS TRAVEL 12. Authority and Documentation. All MOD operated vehicles based in UK (owned, leased or hired), when authorised, are able to travel outside the UK. The requirements for insurance and documentation vary according to the country in, or through, which the vehicle is travelling. Guidance on documentation requirements and F/MT 3 reporting procedures, for countries not listed should be sought from Parent Units or HQ AC Logs B-5

40 13. Documents to be Carried in European Union (EU). In the EU countries, Andorra, Czech Republic, Gibraltar, Hungary, Iceland, Norway, Liechtenstein, San Marino, Slovakia and Switzerland, each vehicle must carry the documents listed below: a. An original serial numbered Insurance Certificate for Overseas Use (vehicle registration is not required). A Green Card is required for travel within the EU countries of Portugal and Spain. b. An European Accident Statement Form. c. A F/MT 3 pack-up. d. An EU patterned driving licence with the appropriate vehicle category and an F/MT 600 endorsed with the Matrix Test pass date (re-test every eighteen months). e. A Tachograph Exemption Certificate (for minibuses with more than 8 passenger seats and Light Goods Vehicles). f. A Form V103 from the firm who the vehicle has been hired. This is the authority to take the vehicle out of the country. 14. Security of Vehicles. MOD vehicles returning to the UK, through the Channel ports, are at risk of being targeted by groups seeking to bring illegal immigrants into the UK. Prior to undertaking a journey overseas, drivers of load carrying vehicles are to ensure that the load compartment is capable of being secured. On completing loading, drivers are to ensure that the vehicle secured using custom seals where possible. Should it be necessary to take a break, drivers should endeavour to remain in the immediate vicinity of the vehicle to ensure that the vehicle is not tampered with. A thorough search of the vehicle should be carried out prior to moving off in order to ensure that no unauthorised entry has been made into the vehicle. Should the driver have reason to believe that the vehicle might contain illegal immigrants, this should be brought to the attention of the local police or security staff. On no account are the drivers to remove or detain any person hiding in a vehicle. Appendices: 1. Procedure To Be Followed In The Event Of A Road Traffic Accident Or Incident. 2. Area Claims Officers. 3. Instructions for Completion of F/MT 3 Series of Forms. 304-B-6

41 Appendix 1 to Annex B to No 304 SELF DRIVE HIRE VEHICLES (SDHV) - PROCEDURE TO BE FOLLOWED IN THE EVENT OF A ROAD TRAFFIC ACCIDENT (RTA) OR INCIDENT FMT 3 TRAFFIC ACCIDENT REPORTING SDHV involved in RTA or Incident DRIVER ACTIONS NO INJURIES TO PERSONNEL YES Carry our FMT 3 Reporting Notify Civilian Police/Ambulance Carry out FMT 3 Reporting Complete FMT 3-2/3 Include sketch of accident scene. Give FMT 3-3 Accident slip to 3rd party Forward FMT 3-2/3 to Wg Ex O with driver/witness statements and vehicle hire documents within 24 hrs of the occurrence WG EX O/CCF AREA OFFICER ACTIONS If SDHV is damaged contact HQ AC Logs 1, ASAP where repair is likely to exceed 500 Complete FMT 3 ASAP and fax to MOD Area Claims Office for UK RTAs on For overseas accidents see Appendix 2. NO Accident with injuries or 3rd party involvement YES Complete FMT 3-4 and post as per distribution list overleaf (within 5 working days) Inform MOD claim handlers on and DC&L (F&S) Claims on Complete FMT 3-1 and post as per distribution list overleaf (within 5 days) All Statements and the Vehicle hire documents must accompany FMT 3-1 Complete F/MT 3A and return the original to the IDC within 28 days of receipt 304-B1-1

42 FMT 3-1 Distribute as follows: Copy 1 Copy 2 Gallagher Bassett International Ltd IMPACT Data Cell Suite 51, Enterprise House IDL 2 Springkerse Business Park Defence Logistics Organization Andover Sterling HQ QMG FK7 7UF Monxton Road Andover Tel No: SP 11 8HT Fax No: Fax No: Tel No: Copy 3 Logs 1 HQ AC RAF Cranwell Sleaford Lincs NG34 8HB Copy 4 Wg/CCF File Copy FMT 3-4 Distribute as per FMT 3-1 Copies 2, 3 and B1-2

43 Appendix 2 to Annex B to No 304 AREA CLAIMS OFFICERS Area Office Address Telephone Number UK Directorate of Safety & Tel: Claims (DS&C) 3335/3336/3337/3338/ Claims Public Liability 3339/3340 Group 7th Floor Zone A St Georges Court GTN: / 2-12 Bloomsbury Way 3336/3337/3338/ London 3339/3340 WC1A 2SH Fax: (GTN: ) NW Europe ACO (NEW) Tel: Including: HQ UKSC(G) Ext 3015/3016 Austria BFPO 140 (GTN: Belgium or 30126) Czech Republic Denmark Fax: France Ext 3063 Germany (GTN: ) Holland Hungary Luxembourg Norway Poland Switzerland ACO Cyprus Command Secretariat Tel: HQ British Forces 3406 Cyprus BFPO 53 (GTN: ) 304-B2-1 Fax: (GTN: ) Claims Officer Command Secretariat Tel: South Atlantic Islands HQ British forces South Atlantic Islands Fax: BFPO 655

44 ACO Northern Ireland ACO Northern Ireland Tel: HQ Northern Ireland BFPO 824 Fax: (Third party motor claims arising out of road traffic accidents in Northern Ireland are dealt with by AXA, see para 15). ACO Balkans: Bosnia Croatia Kosovo Macedonia Albania and OP AGRICOL related incidents in Greece 304-B2-2

45 F/MT 3 SERIES OF FORMS AND INSTRUCTIONS Appendix 3 to Annex B to No 304 This Appendix contains copies of the various F/MT 3 series of forms (apart from F/MT 3/1 which is available from your Parent Unit forms stores) or direct from DSDC, Llangennech and instructions for completion. The information and forms have been taken directly from JSP 800, Vol B3-1

46 304-B3-2

47 304-B3-3

48 304-B3-4

49 304-B3-5

50 304-B3-6

51 304-B3-7

52 304-B3-8

53 AIR CADET FINANCE INSTRUCTIONS INSTRUCTION No 305 WING ANNUAL PARADES - EXPENSES 1. Various expenses for holding of wing annual parades and inspections may be recovered from public funds as follows: EXTRAORDINARY EXPENSES 2. Where Service facilities are not available a sum within a certain maximum may be paid to cover the extra expenses incurred by a wing in mounting its annual parade and inspection. The current maximum is set at Admissible items which the allowance is designed to cover are: a. Hire of loud speaker equipment. b. Hire of rooms for official guests. c. Hire of saluting dais. d. Transport of equipment for parade layout. e. Printing of programmes. 4. Claims in respect of these should be made in letter format, supported by receipts and forwarded to HQ AC, Accounts as soon as possible after the event. RATIONING 5. Where it is essential to hold a Wing Parade at a location which can not provide Service messing, a Packed Meal Allowance may be authorised for the personnel involved. 6. Prior authority is to be sought from Regional HQ, and claims on an Accts Form 41 Claim for Ration Allowance (a copy can be found at the forms library), accompanied by nominal rolls are to be submitted through Region to HQ AC, Accounts after the event. 7. Rates vary monthly and may be obtained from HQ AC, Accounts on request. 8. Full details of the procedures for claiming this allowance, including an example of an Accts Form 41, are set out in FI

54 AIR CADET FINANCE INSTRUCTIONS INSTRUCTION No 306 AIR TRAINING CORPS INDEMNITY AND INSURANCE SCHEMES 1. It must be stressed that the information contained in this Finance Instruction is a guide to the cover provided by the indemnity and insurance currently held by HQ Air Cadets (HQ AC). Where doubt exists with regard to specific conditions, advice must be sought from Regional or Wing HQs, who then may, where necessary, refer the matter to the Air Cadets Finance Officer (ACFO). a. Cover is only effective during periods of participation in, travelling to, and travelling from pre-authorised ATC activities as detailed at Annex C. b. Details of new activities, requiring to be passed to MOD or the insurers for approval, must allow a minimum of six weeks. No cover will exist until confirmed in writing by HQ AC. 2. Commanding Officers of Wings, Squadrons, Air Experience Flights and Volunteer Gliding Squadrons are responsible for the dissemination of the information contained to their staff (uniformed and non-uniformed), civilian committees, helpers and parents of cadets. 3. ATC Indemnity and Insurance schedules of cover: a. Section 1 - MOD Indemnity. (Page 306-2) b. Section 2 - Personal Accident Insurance: (Page 306-4) (1) All cadets and junior cadets, regardless of age, or employment status. (2) Cadets 16 years of age and over in full or part-time employment, officers, SNCO s, chaplains, committee members, instructors, cleaners, canteen assistants. c. Section 3 - Overseas Travel Insurance. (Page 306-8) d. Section 4 - Property/Equipment Insurance (Page ) for Units. e. Section 5 - Public Liability Cover for Aerial (Page ) Activities. (1) Including the operation of Model Rockets, Model Aircraft and Manned Hovercraft

55 SECTION 1 MOD INDEMNITY 4. MOD indemnity cover is provided to all members and associates of the Corps (including junior cadets) whilst engaged in authorised ATC activities. Cover under this schedule is provided by the MOD, at no cost to individual units, in the form of an indemnity as set out below. 5. MOD indemnifies members and associates in respect of their legal liability to pay compensation for causing injuries to third parties or accidental damage to third party property arising out of authorised ATC activities, that is to say: a. Where the activity was recorded and authorised as part of the syllabus or ethos of the Cadet Forces, and b. Where the activity was overseen and tutored by qualified instructors and carried out using best practice guidelines laid down by the appropriate national bodies, and c. Where appropriate risk assessments were carried out in accordance with ACP 5. It is the responsibility of each and every adult volunteer not to undertake activities for which he or she is not qualified and not to undertake activities without the appropriate full risk assessment. Non-compliance with all of the above may render the individual concerned to personal liability. A copy of the MOD s insurance arrangements (Assurance in Lieu of Certificate for Public Liability) can be found at Annex A. With regard to property MOD cannot accept liability for any damage to property owned by adult staff, cadets, visitors, or that purchased by squadron or other non-public funds, except in so far as such damage may have been caused by the negligence of MOD, its employees, servants or agents. Such property which is used for ACO purposes should be insured by means of a specific insurance policy which must be paid for by the individual or squadron concerned. Appropriate insurance policies designed for this purpose may be obtained from our Brokers in Section 4 (page ) of this Finance Instruction or any other insurance company. 6. Geographical Limits. Worldwide. 7. Exclusions. Cover excludes: a. Any activity which does not form part of the syllabus or ethos of the Cadet Forces, or has not been authorised by the appropriate superior or any loss or damage to property deposited in ATC premises. b. Any activity not specified on pages C-1 to C-8 of Annex C. c. Liability of any injury or damage to property caused by third parties or by an Act of God or Pure Accident. 8. Additional Information. Cover under this section includes: a. Member-to-Member liability. b. First Aid Training

56 c. MOD Indemnity for all properly authorised activities by adult staff, cadets and visitors at the Air Cadet Organisation s Volunteer Gliding Squadrons and the Air Cadet Central Gliding School. d. Cover for UK citizens who are members of Squadrons based in Germany, Cyprus and Gibraltar. e. Exhibitions. f. Participation in non-hazardous fund-raising activities, such as a stall at a fete or car boot sale. g. Cover will apply to pregnant adult staff subject to the maternity policy regulations, which are published periodically in Air Cadet Routine Orders. However, cover will be excluded if an individual participates against medical advice and whilst travelling abroad within 2 months of the expected date of birth. All personnel are prohibited from participating in gliding or flying activities, either as an instructor or passenger, whilst pregnant. 9. Companies/Organisations providing Work Experience under the Duke of Edinburgh s Award Scheme must have in force the requisite Employers and Public Liability insurance. The authority of ACFO HQ AC must be sought in all cases and be accompanied by the completed form as at Annex D to this booklet. 10. All caveats shown against activities listed at Annex C must be complied with. 11. Claims Procedure: a. Claims should be submitted to ACFO HQ AC as soon as possible after the incident in simple letter form via Wing HQs for transmission to the MOD Directorate of Safety & Claims (for public liability claims) or to the contracted claims handlers (for claims from members of the ACO or claims arising out of road traffic accidents). b. Any letter from an individual or a solicitor regarding making a claim against the ACO must be passed to ACFO, HQ AC immediately. Recipients MUST NOT acknowledge or respond to any such letter, as this may compromise legal proceedings prior to advice being sought through the appropriate channels

57 SECTION 2 - PERSONAL ACCIDENT 12. This insurance is covered separately by a commercial insurance policy rather than MOD indemnity. ATC Personal Accident insurance provides 2 separate schemes. The 2 schemes provide cover as follows: PREMIUMS a. All cadets and junior cadets, regardless of age or employment status. b. Cadets aged 16 years or over in full or part-time employment, officers, SNCO s, chaplains, committee members, instructors, cleaners and canteen assistants. Part-time employees are defined as those having contracted to work for at least 16 hours per week. 13. Cover is provided to all cadets and junior cadets of the ATC detailed in Para 12a above where properly borne on Corps strength. The ATC General Purposes Fund pays the premiums centrally with no cost to the individual, irrespective of changes of personnel during the insurance year (1 April to 31 March inclusive). 14. Cover is provided to members detailed in Para 12b above on payment of the appropriate premium by the individual. Various levels of cover are available to adults and entitled cadets. (Annex B refers). 15. Public funds are not to be used for the payment of such premiums and it should be noted that under current Charity Commission rules Wing or Squadron welfare funds cannot be used for this purpose, as the funds within them are for the benefit of cadets. 16. Premiums for those detailed in Para 12b above wishing to join the scheme, become due for renewal on 1 April each year. Applications to join the scheme Form GPF 2 (which can be found in the forms library) are forwarded to all ATC formations early in each financial year. All participants should be individually listed on the form GPF 2 to ensure continuity of cover to existing participants in the Scheme. Form GPF 2, together with the appropriate premium, should reach HQ AC, Accounts GPF, within six weeks of the new insurance period. After this period, any existing insurance cover will lapse. 17. Adults and entitled cadets can join the scheme throughout the year on payment of the appropriate premium by the individual. No reduction of the premium can be offered and cover cannot be extended beyond 31 March. Applications to join the scheme part way through the year are to be sent on Form GPF 3 (which can be found in the forms library). Participants should be individually listed on the form GPF 3. This form should be sent together with the appropriate premium to HQ AC, Accounts GPF. Cover will not be effected until HQ AC has received the forms and premium

58 18. Any member, who resigns from the Corps or wishes to withdraw from the scheme, is not entitled to any refund of premium paid. Insurance cover can be transferred however, from one adult member to another in succession. Cover will continue at the level purchased by the original member but may be increased to a higher level on payment of the difference in premium. To effect a change, the Form GPF 3 should be completed, showing the changes as appropriate and sent to HQ AC, Accounts GPF, along with any premiums required. Cover will not be effected until HQ AC has received the forms. At no time can more than one adult member benefit from payment of a single premium. 19. Scope of Cover. Cover is provided for personal accident injuries whilst participating in or travelling to/from ATC activities, in the UK, Channel Islands or whilst temporarily abroad. (See ACTI Nos 51 and 53). The cover does not extend to illness. 20. Benefits. Benefits payable from the ATC Personal Accident insurance are detailed at Annex B. 21. Exclusions. The ATC Insurance Scheme does not cover death or disablement arising from: a. The activities listed under Activities not covered by the ATC Insurance at Annex C, page C-7. (For all other activities covered by the ATC Insurance, specified on pages C-1 to C-6 of Annex C, the caveats must be complied with). b. Injuries sustained as a result of the use of alcohol, drugs or solvents. c. Self-inflicted injuries directly or indirectly caused or contributed to by the insured person. (1) Intentional self-injury. (2) Suicide or attempted suicide. (3) Provoked assault or fighting except in bona fide self-defence. (4) Own criminal act. (5) Engagement or participation in civil commotions or riots of any kind. d. Pre-existing ailments. e. Any condition caused by prolonged or aggravated by any psychiatric, mental or nervous disorder of the insured person, including anxiety and/or depression. f. Insured person being in a state of insanity, temporary or otherwise. g. The Insured Person suffering from sickness or disease not directly resulting from bodily injury. h. Engaging in professional sport. i. Persons aged 75 years and over

59 j. Permanent residence abroad. k. Claims relating to loss of, or damage to, eyes of blind cadets. l. The consequence of or contributed by radioactive contamination. EMERGENCY MEDICAL EXPENSES. 22. Cover is provided for emergency medical expenses in respect of Temporary Total Disablement up to a maximum of This is in addition to any payments made under the Temporary Total Disablement category, but limited to 20 per cent of any claim: a. In hospitals operated by national governments for which no charge is made. b. Treatment obtained under private health care arrangements. c. Any physical defect/medical condition which existed prior to the date of the period of insurance. d. The policy also provides for the cost of returning the body or ashes to the UK within the amount of total cover. EMERGENCY TRAVEL AND ACCOMMODATION EXPENSES: 23. Cover is provided for reasonable additional travel and accommodation expenses incurred, up to a maximum of This covers travel and accommodation expenses incurred by any relative or friend of the insured person who, on medical advice is required to travel to and/or remain with the insured person who is detained in hospital under medical advice. Receipts must support claims where appropriate. 24. Cover will apply to pregnant adult staff subject to the maternity policy regulations that are published periodically in Air Cadet Routine Orders. However, cover will be excluded if an individual participates against medical advice and whilst travelling abroad within 2 months of the expected date of birth. All personnel are prohibited from participating in gliding or flying activities, either as an instructor or passenger, whilst pregnant. CLAIMS PROCEDURE 25. In the first instance GPF AO, Accounts, HQ AC ( ) should be contacted for advice through Wing HQs. An initial medical certificate and a copy of the MOD F492 Accident Reporting form will be required. When temporary incapacity is terminated a final medical certificate should be provided. 26. Charges made by medical authorities or doctors for medical certificates to support a claim are to be paid for by the claimant

60 27. The intention to claim against the ATC insurance must be notified to ACFO/GPF AO HQ AC in writing within 60 days of the date of occurrence. Failure to do so will invalidate the claim. If there is insufficient time to prepare the claim documentation, this may follow in due course. If the MOD F492 indicates that a claim is to be submitted, HQ AC will notify the insurers that the occurrence is likely to give rise to a claim under the policy. A follow up letter will be sent to the Wing HQ requesting the submission of a formal claim. POLICY CONDITIONS: 28. The following policy conditions apply: a. The minimum period for which benefit is payable is 8 days. Each claim excludes the first 7 days of disablement. b. No claim will be payable under more than one category. c. No weekly compensation will be paid to the insured until the total amount has been ascertained and agreed by the ATC Insurers. If payments are made for weekly compensation, the amount paid will be deducted from any lump sum that becomes payable in respect of the same Accident. d. If the Insured Person dies within twelve months following the date of the Accident, and prior to the final settlement of the claim for disablement, only the benefit provided for in the case of death will apply. e. Only authorised ATC activities as detailed at Annex C are covered by this policy, unless prior authority has been arranged with the ATC Insurers through HQ AC (ACFO). f. Accidents must be notified in accordance with the claims procedures above. In some instances, the ATC insurers may require to appoint an Independent Medical Advisor/Practitioner in order to settle a claim. g. Claims for Medical Expenses will only be payable to provide the difference between the total cost of the expenses (within limits) and any amount covered by other insurances. h. Any fraud, mis-statement or concealment in relation to any matter affecting this Insurance or in connection with the making of any claim shall render this Insurance null and void and all claims shall be forfeited. i. In the event of an Accident involving more than one Insured Person, the total claimed cannot exceed the Maximum Sum Insured in Any One occurrence ( 5,000,000). Compensation payable in respect of each Insured Person will be proportionately reduced until the total does not exceed that limit. j. Claims cannot be made under this policy if an individual already holds Personal Accident Insurance

61 SECTION 3 OVERSEAS TRAVEL INSURANCE (ON PAYMENT OF AN ADDITIONAL PREMIUM) 29. The Personal Accident Schedule does not provide sufficient cover for personnel travelling abroad but a travel policy is available from Centor Insurance and Risk Management Ltd and is not part of the MOD indemnity. Benefits payable and the premiums from the ATC Travel Schedule are detailed below: a. Benefits: Up to ( ) (1) Personal Liability Personal Liability 2,000,000 (Per person in all) (2) Medical, Repatriation and Additional Expenses: Medical, Repatriation and Additional 2,500,000 (Per person Expenses in all) Emergency dental treatment limit 500 (3) Cancellation Expenses Cancellation and Curtailment 5,000 (Per person in all) (4) Personal Baggage and Money 1,250 (Per person in all) Money 250 Any article or pair or set of articles 300 (Limit) Valuables 300 (Limit) Glasses/sunglasses 100 (Limit) (5) Personal Accident Personal Accident 25,000 (Per person in all) b. Premiums (FY 2011/2012) Duration Europe (inc Channel Islands) USA/Canada Rest of the World Up to7 days days days (The above premiums include Insurance Premium Tax) 306-8

62 30. For all overseas trips Organised by HQ AC, including overseas camps, HQ AC will arrange the insurance cover and charge the appropriate premium. For all other independently organised overseas trips, it is the responsibility of the Organiser to arrange appropriate travel insurance cover. Cover can be organised through Accounts GPF, RAF Cranwell Note: The Reciprocal Health Agreement between mainland UK and the Channel Islands ended wef 31 Mar 09. Personnel (on authorised ATC activities) travelling to and from the Channel Islands must ensure that they have the necessary medical insurance (and any other relevant cover) in place. If an ATC overseas policy is purchased these trips will be classed as a European Trip and the appropriate premium will be charged accordingly see page GENERAL EXCLUSIONS COMPLETE TRAVEL 31. The following are specifically excluded from Personal Accident cover: a. Bungee jumping, heli-skiing, horse racing, motor and motorcycle racing, paint-balling, microlight flying, construction of aeroplanes, construction of rockets, and airside activities. b. Aviation activities, except as a passenger. Public Liability must be obtained from the owner of the aircraft. c. Any claim directly or indirectly resulting from disease or natural causes or surgical treatment (unless rendered necessary by Accidental Bodily Injury). d. Self-inflicted injuries. e. Injuries sustained as a result of use of alcohol, drugs or solvents. f. Pre-existing ailments. g. Any condition caused by, prolonged by or aggravated by any psychiatric, mental or nervous disorder of the insured person including anxiety and/or depression. h. Persons aged over 69 unless the appropriate additional premium has been paid and travel does not exceed 31 days. i. Persons aged 75 years and over. j. Claims relating to loss of, or damage to the eyes of blind cadets. k. Pregnant women who travel or participate in activities against medical advice, and whilst travelling abroad within 2 months of the expected date of birth. l. Any claim that exceeds the insured persons contractual liability. m. Claims arising from/or from a fear of computer or equipment data programming recognition

63 n. War or terrorism is not excluded but is limited to 500,000. o. Any claims arising from any insured person who is covered under Categories B to D of the personal accident policy, Certificate Number NGPA 50133/2011. POLICY CONDITIONS MEDICAL, REPATRIATION AND ADDITIONAL EXPENSES 32. An excess of applies to each and every claim for Medical and Emergency expenses. 33. Medical expenses will be met for all costs incurred outside the UK for reasonable medical, surgical, nursing home and ambulance fees, or other diagnostic or remedial treatment given or prescribed by a qualified medical practitioner. 34. Emergency dental and optical expenses can be claimed up to 500 for immediate relief. 35. Emergency travel expenses are payable for reasonable additional costs incurred for: a. Reasonable additional travel and accommodation expenses incurred for one person who, on medical advice, is required to travel or remain with the Insured Person. b. Funeral expenses for the burial or cremation outside the UK. c. Costs (excluding funeral and interment costs), of transporting the body or ashes and personal effects back to the UK. 36. The cost of emergency evacuation expenses necessarily incurred in repatriating the insured person, including any accompanying medical staff, to home or the most suitable National Health Hospital in the UK will be met. The evacuation must be organised by SPECIALTY ASSIST. An emergency number will be provided when travel insurance cover is taken out. TRAVEL DELAY COMPENSATION 37. The Underwriters will pay up to 100 each Insured Person who is delayed in accordance with the following scale, should the aircraft, coach or train on which an Insured Person is booked to travel be delayed as a result of strike, locked out workers, industrial action, riot or civil commotion, bomb scare, criminal or terrorist action, hi-jack, fire, avalanche, landslide, earthquake, flood, adverse weather conditions or accident to or mechanical breakdown of such passenger transport: a. 25 for the first completed 12 hour period of delay, and b. 25 for each subsequent completed 12-hour period of delay OR

64 c. In the event of delay due to the contingencies specified above of at least 24 hours, the Underwriters will pay up to 5,000 each Insured Person for any irrecoverable payments paid or contracted to be paid in respect of travel and accommodation in the event of the cancellation of the trip. GENERAL EXCLUSION MEDICAL, REPATRIATION AND ADDITIONAL EXPENSES 38. a. If the Insured Person is travelling against medical advice. b. Expenses incurred after 12 months from the time of the incurring of the first expense. c. Travel Delay Compensation. The Underwriters shall not be liable to pay for any claims attributable to any condition or set of circumstances that might reasonably have been expected to be known to the Insured Person at the time of effecting this Insurance or booking the trip, whichever is the later, where such condition or set of circumstances could reasonably have been expected to give rise to a claim under this Section. d. Any claim arising directly or indirectly out of the failure of the Insured Person to check in accordance to the itinerary supplied to him. POLICY CONDITIONS CANCELLATION AND CURTAILMENT 39. Cover is provided if expenses are incurred as the direct and necessary result of the cancellation, or curtailment of the journey as a direct consequence of: a. The Insured Person sustaining accidental bodily injury or illness. b. The death or illness of a relative, close friend or business associate and the host. c. Redundancy (provided that redundancy qualifies for payment under United Kingdoms Redundancy Payments Acts) or marital breakdown (provided that formal legal proceedings are commenced between the date of effecting the insurance and commencement of trip of the insured person). d. Compulsory quarantine, jury service, subpoena, hijacking or requirement for service in any military or civil emergency by the insured persons. e. Cancellation, curtailment or rearrangement of scheduled public transport services as a result of strike, riot or civil commotion. f. The Insured Person s presence being required by the Police following burglary at the Insured Person s home or place of business in the UK. g. Serious fire, storm or flood damage to the Insured Person s home in the UK

65 h. Adverse weather conditions making it impossible for an insured person to travel to the point of departure at commencement of the outward trip. 40. Reimbursement will be given for deposits, advance payments and other charges that become forfeit or payable under the contract, and additional travel or accommodation expenses incurred. POLICY CONDITIONS PERSONAL BAGGAGE AND MONEY 41. An excess of applies to each and every claim for Personal Baggage and money. Personal Baggage shall mean, goods, owned by or are the responsibility of the Insured Person, which are taken on a journey or acquired during the journey. Cover is extended to include items used for business purposes. 42. In the event of loss or destruction of any article not more than 2 years old, the basis of settlement will be the cost of replacing with new, provided that the article is substantially the same as the original article when new. For articles of 2 years old or more or if the article is not actually replaced, payment will be based on the value of the article at the time of loss, or the cost of repair, which ever is the lesser. 43. Money includes coins, bank and currency notes, signed travellers and other cheques, travel tickets, passports, credit cards and petrol and other coupons. Cover also includes any loss incurred by the fraudulent use of cheques, bankers or credit cards. EXCLUSIONS PERSONAL BAGGAGE 44. The following exclusions apply: a. Vehicles or their accessories. b. Loss or damage to contact lenses, dentures, hearing aids, mobile telephones, bonds, coupons, securities, stamps or documents whilst in use. c. Loss or damage to sports equipment whilst in use. d. Loss or damage due to: (1) Moth, vermin, wear and tear, depreciation, atmospheric or climatic conditions or gradual deterioration. (2) Mechanical or electrical failure. (3) Any process of cleaning, dyeing, restoring, repairing or alteration. e. Any claim not reported to the police within 48 hours of discovery, and a police statement obtained. f. Losses arising from confiscation or detention by customs or any other authority. g. Loss or damage whilst in the custody of a carrier, unless reported to the carrier within 24 hours and a report obtained

66 h. Any loss or damage of fragile articles unless caused by fire or by an accident to the plane, ship or vehicle in which they are being carried. i. Any loss or damage whilst left unattended, unless in a locked hotel room, safe, apartment etc. If left in a motor vehicle, the vehicle must be left in a locked garage or secure compound. j. Loss or damage to personal property that is insured under any other insurance policy. PRECAUTIONS 45. Reasonable care should be taken to ensure the safety of personal effects and money. All losses must be reported to either the police or transport carrier within 48 hours of the discovery. In addition, all losses of cheques, credit cards etc should be reported immediately to the issuing bank or authority. CLAIMS PROCEDURE: 46. Claims should be submitted to GPF AO, Accounts, HQ AC ( ) through appropriate Wing HQs and should state whether civil or service police are investigating the loss. 47. The intention to claim on ATC insurance must be notified to ACFO/GPF AO HQ AC in writing within 60 days of the date of occurrence. Failure to do so will invalidate the claim. If there is insufficient time to prepare the claim documentation, this may follow in due course. OVERSEAS PERSONAL ACCIDENT BENEFITS 48. The level of Personal Accident cover for overseas travel is as follows: Insured Persons UK Category Overseas Cover All Cadets and junior cadets, regardless of age or employment status A A Cadets aged 16 or over in full or part-time employment, Officers, SNCOs, Chaplains, Committee members, Instructors, Cleaners, Canteen Assistants B, C or D B, C or D respectively Officers, SNCOs, Chaplains, Committee members, Instructors, Cleaners, Canteen Assistants No cover B

67 BENEFITS 49. The following benefits apply: a. All cadets will receive Level A cover automatically (unless additional cover has been taken, see below). b. If Cadets aged 16 or over in full or part-time employment or Adults have already taken out UK Personal Accident Benefit Cover, then they will receive the same level of cover for overseas, ie B, C or D. c. If Adults have not taken out UK Personal Accident Benefit Cover, then the level of cover will be equivalent to the UK Personal Accident Benefit Level B. d. Payment against the above categories are detailed below: UK CATEGORY OVERSEAS LEVEL OF COVER Death Loss of limbs/eyes, permanent total disablement Temporary total disablement (per week). See note Emergency medical expenses Emergency travel expenses Overseas cover A 10,000 50, ,000 1,000 A B 25,000 25, ,000 1,000 B C 30,000 50, ,000 1,000 C D 50, , ,000 1,000 D No Cover 25,000 25, ,000 1,000 B Note: Temporary total disablement is paid up to a maximum of 104 weeks. CLAIMS PROCEDURE 50. In the first instance GPF AO, Accounts, HQ AC, RAF Cranwell ( ) should be contacted for advice and the appropriate claim form. 51. Charges made by medical authorities or doctors for medical certificates to support a claim are to be paid for by the claimant. 52. The intention to claim on ATC insurance must be notified to ACFO/GPF AO, HQ AC in writing within 60 days of the date of occurrence. FAILURE TO DO SO WILL INVALIDATE THE CLAIM. If there is insufficient time to prepare the claim documentation, this may follow in due course. If the MOD F492 indicates that a claim is to be submitted, HQ AC will notify the insurers that the occurrence is likely to give rise to a claim under the policy. A follow up letter will be sent to the Wing HQ requesting the submission of a formal claim

68 SECTION 4 PROPERTY/EQUIPMENT INSURANCE FOR UNITS 53. All individual Units must ensure that adequate insurance cover is provided for property/equipment in their charge that has been purchased from the Welfare Fund. 54. Insurance cover can be obtained from any insurance company. However, the insurance brokers with whom HQ AC deals are willing to offer a quotation for such cover. The insurance would be on a blanket basis and would be subject to the minimum security requirements. The items covered are as follows: a. Cups, Trophies, Banners, Flags, and Standards. b. Musical/band equipment and accessories. c. Adventure training equipment/camp equipment. d. Squadron owned radio equipment. e. Computer/electrical equipment. f. Miscellaneous furniture, fax, telephone systems and fittings. g. If any of your equipment falls outside the above categories they can be listed and insured accordingly. h. The cover provided is all risks and would be subject to a policy excess of 250 for items on the premises and 100 whilst off site. The price band for contents per individual Sqn FY 2011/2012 are as follows: (1) Band A: Total sum insured up to 5, (2) Band B: Total sum insured up to 10, (3) Band C: Total sum insured up to 15, (4) Band D: Total sum insured up to 20, (5) Band E: Total sum insured up to 25, (6) Band F: Total sum insured up to 30, (7) Band G: Total sum insured up to 35, The prices above are inclusive of 6% insurance premium tax

69 55. Unit Property/Equipment cover can be extended to include the following: a. Employers Liability Insurance. Provides Employers Liability insurance for those units employing individuals such as cleaners or canteen staff from unit welfare funds. A limit of indemnity of 10 million any one occurrence applies. Annual minimum premium 250 plus insurance premium tax at 5%. b. Money. Insurance can be added to the Existing Material damage cover at a premium of 75 plus insurance premium tax at 5%. Details of the cover are as follows: (1) In transit/during opening hours 2,000. (2) On premises out of hours 250 (not in locked safe). (3) Locked safe (depending on make and type). (4) Non-negotiable (cheques etc) 250,000. NB: This policy is only available attached to a Top-Up policy and cannot be purchased separately. 56. It should be noted that the security requirements detailed at Annex E apply to the above insurances. 57. To effect cover, Squadrons should contact an insurance company of their choice or if they wish, obtain a quotation from the current HQ AC brokers Centor at the following address, quoting ATC Cover : Yvette Daborn Centor Insurance and Risk Management Ltd 9 Bonhill Street 3 rd Floor London EC2A 4PE Tel: (020) Fax: (020) [email protected]

70 SECTION 5 - PUBLIC LIABILITY COVER FOR MODEL AIRCRAFT FLYING AND OTHER AERIAL ACTIVITIES (INCLUDING THE OPERATION OF MODEL ROCKETS AND MANNED HOVERCRAFT) 58. Insurance to cover participating Squadrons for public liability for Model Aircraft Flying, Model Rocketry Launching, Manned Hovercraft Operation and other model aerial activities IS NOT included in any of the current ATC Insurance Schemes. Similarly, MOD indemnity is not available for any aerial model operation. 59. Consequently, ATC Regional HQ, Wing HQ and Squadrons are responsible for ensuring that all their active participants are privately covered for third-party insurance purposes - via the British Model Flying Association (BMFA), or the UK Rocketry Association (UKRA). Current Association membership brings appropriate and affordable cover for those specialist airborne activities - at attractive per-capita annual rates. The address of the BMFA is as follows: The British Model Flying Association Chacksfield House 31 St Andrews Road Leicester LE2 8RE Telephone: Fax: Website: The following is the HQ Air Cadets sponsor for Model Rocketry and Aircraft: Training Ground 3 HQ Air Cadets RAFC Cranwell Sleaford Lincolnshire NG34 8HB Telephone: RAFTN:

71 Annex A No 306 From: Adrian Nash, Senior Claims Officer (Policy) Common Law Claims & Policy MINISTRY OF DEFENCE Directorate of Business Resilience Level 1, Zone J, Main Building, Whitehall LONDON SW1A 2HB Tel: (GTN ) Fax: (GTN ) DBR-CLCP-SCO [email protected] To whom it may concern Your Reference: Our Reference: Claims Policy Date: 2 May 2011 THE MOD S INSURANCE ARRANGEMENTS 1. The MOD does not purchase insurance policies but accepts its own risks and acts as its own insurer. I can confirm that the MOD will deal with any claims for compensation arising against it on the basis of its legal liability to make payment, which is to say any claim that arises due to the negligent actions or omissions of the MOD, its personnel, servants or agents. Any such claim should be forwarded to: Ministry of Defence Directorate of Business Resilience Common Law Claims & Policy Public Liability Team Level 1, Zone I MOD Main Building Whitehall London SW1A 2HB 2. The MOD s cover is without financial limit. Adrian Nash 306-A-1

72 AIR TRAINING CORPS - PERSONAL ACCIDENT BENEFITS Annex B No 306 Insured Persons All cadets and junior cadets, regardless of age or employment status. Category A Cadets aged 16 or over in full or part-time employment, Officers, SNCOs, Chaplains, Civilian Committee Members, Instructors, Cleaners, Canteen Assistants. B-D BENEFITS A B C D Death 10,000 25,000 30,000 50,000 Loss of limbs, loss of sight, permanent 50,000 25,000 50, ,000 loss of hearing or speech, permanent total disablement 1,3,4 Temporary total disablement (per week) 2, Emergency medical expenses 4 1,000 1,000 1,000 1,000 Emergency travel expenses 4 1,000 1,000 1,000 1,000 Premiums (FY 2011/2012) including IPT) Notes: 1. Categories of disablement for which benefit is payable: a. Loss of one or more limbs. b. Loss of sight to one or both eyes. c. Permanent total loss of speech. d. Permanent total loss of hearing. e. Permanent Total Disablement. 306-B-1

73 2. Temporary total disablement is payable for up to 104 weeks from the date on which the Insured Person first became disabled and excludes the first 7 days of each claim. 3. Category A cover is provided to all cadets and junior cadets regardless of age/ employment status, free of charge. The cost of this cover is paid for centrally by the ATC General Purposes Fund. 4. Maximum sum Insured Any One Occurrence: 5,000,000. PERSONAL ACCIDENT INSURANCE SOME USEFUL POLICY DEFINITIONS 5. BODILY INJURY means identifiable physical injury which: a. Is sustained by the Insured Person and b. Is caused by an Accident during the Period of Insurance and c. Solely and independently of any other cause, except illness directly resulting from, or medical or surgical treatment rendered necessary by such injury, occasions the death or disablement of the Insured Person within twelve months from the date of the Accident. 6. ACCIDENT means a sudden, unexpected, unusual, specific event which occurs at an identifiable time and place, but shall also include exposure resulting from a mishap to a conveyance in which the Insured person is travelling. 7. LOSS OF LIMB means permanent loss by physical separation of a hand at or above the wrist or of a foot at or above the ankle, and includes permanent total and irrecoverable loss of use of a hand, arm, foot or leg. 8. PERMANENT TOTAL DISABLEMENT shall mean disablement which entirely prevents an Insured Person from attending to any business or occupation of any and every kind and which lasts 12 months and at the expiry of that period is beyond hope of involvement. 9. TEMPORARY TOTAL DISABLEMENT means disablement which temporarily and totally prevents the Insured Person from attending to the duties of his usual business or occupation. 10. MEDICAL EXPENSES means expenses properly incurred by the Insured Person for medical, hospital, surgical, manipulative, massage, therapeutic, X-ray or nursing treatment, including the cost of medical supplies and ambulance hire. 306-B-2

74 Annex C No 306 ACTIVITIES COVERED BY THE MOD INDEMNITY AND ATC INSURANCE ACTIVITY A Abseiling Adventure Training Aero Modelling Air Experience Flying - Dual Control only Air Experience Gliding Aircraft Recognition Annual Camps Archery Assault Courses Athletics B Band Training Baseball Basketball Bivouacking Boating Building & Maintenance Projects C Camping and Camp Craft Canoeing (incl Kayaking and Canoe Polo) Canoes - Construction and use of Car Parking and marshalling at Public Events (not necessarily involving fund raising) Caving/Potholing Charity Work Circuit Training Citizen Training - Public Speaking, practical help for the disabled etc. Civilian Outdoor Activities Courses CAVEATS This relates to making models, not flying. Public Liability cover is provided by the MOD. Public Liability cover is provided by the MOD. This includes normal gliding training. Prior approval by Wg Cdr Phys Ed, HQ AC is essential. On MOD property only. Approval of HQ AC must be sought for those on civil or private land. Assuming own repairs to own property only and on a very small scale. Within territorial waters and within qualification remit of supervising staff. For use by ATC personnel only. Personal Accident only - Public Liability insurance must be provided by the event organiser. 306-C-1

75 ACTIVITY Clay Pigeon Shooting Cleaning and preparing aircraft for display at museums etc. Climbing Coastal Traversing Cockpit Trainers Communications Training Community Assistance and Ceremonial Parades Community Sports Leaders Awards Confidence Courses Construction and use of Canoes Construction of Radios Construction and use of Training Aids Cook/Steward Training Course Attendance Cricket Cross-country Running Cross-country Skiing Cycling D Dancing the Hornpipe Deck Hockey Dinghy Sailing Dog Training/Handling Down Hill Skiing Drill Driving Training on MOD Establishments Dry Ski Slopes Duke of Edinburgh Award Schemes E Engineering Engineering Courses and Events Environmental Studies Expedition Training CAVEATS Only with prior authorisation by HQ AC (Wg Cdr TG). Personal Accident only, the owner is responsible for All Risks Cover if damage to the aircraft occurs. Includes 7 publicly funded Air Cadet Climbing Walls see ACTI for details (sponsored by Wg Cdr Phys Ed). For use by ATC personnel only. Excluding fibreglass. For use by ATC personnel only. For use by ATC personnel only. Prior approval from HQ AC only. Prior approval from Wg Cdr Phys Ed is essential - approved HQ AC courses only. Participation is subject to normal policy terms and conditions. Where cadets are placed on Work Experience the employer would be responsible for providing insurance cover. See note, pages E-7 to E-9. See note, pages E-7 to E C-2

76 ACTIVITY F Fencing Fieldcraft Fire Lighting First Aid Training Fishing Flights in Military and Non-Military Aircraft Flight Simulators Football Fund-raising events of a non-hazardous nature, eg Fetes, Car Washings, Sponsored Walks, Bag Packing at Supermarkets Fire-fighting Training G Gardening Geocaching Ghyll Scrambling Go-Karting Golf Gorge Walking Gymnastics H Hang Gliding Helicopter Flights Highropes Course Hillwalking Hockey Horse Riding Hovercraft - Construction I Ice Cave Digging Ice Climbing 306-C-3 CAVEATS As part of Fieldcraft only. If it is not a RAF simulator the scheme only provides personal accident cover. Public Liability must be provided by the owner in respect of civilian simulators. Including Public Collections by Cadets in Uniform in accordance with AP 1919 Para RAF Manston only. Public Liability will not apply in respect of damage to MOD property. To be conducted under Adventurous Training regulations where appropriate. See note, pages E-7 to E-9, regarding construction and maintenance. Prior approval from Wg Cdr Phys Ed, HQ AC. Prior approval by Wg Cdr Phys Ed, HQ AC is essential approved HQ AC Courses only. Prior approval by Wg Cdr Phys Ed, HQ AC is essential - ATC and MOD-sponsored courses and HQ AC approved only. For use by ATC personnel only. ATC personal accident cover only - refer to Section 5. Public Liability cover is not provided by MOD for Hovercraft operations.

77 Ice Skating ACTIVITY Indoor Climbing Walls Information Technology Training International Air Cadet Exchange J Jet Skiing K Karting Kayaking L Land Yachting Laser Quest Lawn Tennis (including Short Tennis) Leadership Courses Life Saving Line Dancing Low Ropes Courses M Map Reading Martial Arts Marketing and Public Relations Activities Meteorology Military Training Mine Exploration Model Aircraft Flying Mountain Biking Mountain Leadership Courses Mountain Walking Mountaineering N Netball Nordic Skiing O Obstacle Courses Orienteering CAVEATS Prior approval from Wg Cdr Phys Ed, HQ AC is essential. See note, pages E-7 to E-9, regarding construction and maintenance. As part of Caving/Potholing. ATC Personal Accident Cover only - refer to Section 5. Public Liability cover is not provided by MOD. Prior approval by Wg Cdr Phys Ed, HQAC essential - approved HQ AC courses only. On MOD property only. Approval of HQ AC must be sought for those on civil or private land. 306-C-4

78 ACTIVITY Outward Bound Courses P Parachuting Parades Paragliding Physical Training Piping and Drumming Power Boating Projectionist Courses (Rgn) Public Displays and Parades Public Relations and Marketing Activities Q Quad Biking R Radios - Construction and use of Road Marching Rock Climbing and Abseiling Rock-it Ball Rounders Rowing (including Pulling) Rugby S Sailing, Offshore and inland waterways Scottish Country Dancing Self Defence Self Sufficiency Training Shooting Show Jumping Signals Training Skate Boarding Snorkelling Softball Snowboarding Snow Hole Construction Sub Aqua Surf Boarding CAVEATS Prior approval of Wg Cdr Phys Ed, HQ AC required - approved HQ AC courses only. Approved HQ AC courses only (Wg Cdr Phys Ed authority required). Prior approval of Wg Cdr Phys Ed, HQ AC essential - approved HQ AC courses only. For use by ATC personnel only. (including 7-a-side) Prior approval by Wg Cdr Phys Ed is essential - Yachts must not exceed 20 in length unless approved by HQ AC. Prior approval from Wg Cdr Phys Ed, HQ AC required. 306-C-5

79 Swimming T Table Tennis ACTIVITY CAVEATS Only with appropriately-qualified lifeguards present or as part of another water-sport activity (e.g. canoeing). Top-roping Training Aids - Construction and use of Trampolining Travelling to and from all Authorised Activities Trekking TV Competitions V VGS Families Days Visits to Affiliated Stations Visits to Aircraft Industry Visits to Air Shows and Aviation Events Visits to Military Museums Visits to Police/Ambulance/Fire Stations Volleyball W Walking and Road Marching War Games Water Polo Water Skiing White Water Rafting Wind Surfing Wind Yachting Work Related Learning at RAF Units Y Yachting For use by ATC personnel only. Prior authority of HQ AC is required and a minimum of 14 days notice is to be given. Aviation Liability cover includes the participation of guests in a familiarisation flight. No more than 50 guests may be flown at each event. As visitors only (not participating). Board type games only. Covered in UK and overseas. Branch/Trade related work experience as arranged by TG2 at HQAC only. Notes: 1. Cover is provided under both the Personal Accident and Public Liability Schedule unless stated otherwise. Any caveats must be fully complied with to ensure that cover is not invalidated. 306-C-6

80 2. The advice of ACFO HQ AC should be obtained prior to taking part in any activity which is not listed and, as details of the activity have to be passed to the MOD and the Corps brokers for approval, A MINIMUM OF SIX WEEKS NOTICE is to be given. ENGINEERING ACTIVITIES 1. Examples of engineering activities known to be carried out by various ATC units are listed below. Please note the caveats where applicable. If it is intended to carry out an engineering activity that is not listed, then ACFO HQ AC should be informed for advice regarding insurance cover prior to the activity being carried out. ACTIVITY B Bicycle maintenance C Canoe construction and maintenance of fibreglass canoes using repair kits Canoes repair of fibreglass canoes (no construction allowed) Computer engineering Construction of Pontoon Bridges over rivers D Dioramas (incorporating electrical devices), building of E Engraving machines - operation of G Gardening equipment, mechanical maintenance of Generating equipment, petrol, up to 5 KVA, restoration of at camp sites. Go-karts - construction and maintenance of M Marine outboard engines - construction of Model aircraft - flying around poles CAVEATS For use by ATC personnel only. By adult personnel only in properly regulated conditions. Provided the end usage of this product is within the ATC only and they are not supplied to third party persons. Provided these vehicles are only used on private roads or trackways Provided the end usage of these engines is by the ATC only and they are not sold on or disposed of to third parties. ATC Personal Accident cover only - refer to Section 5. Public Liability Cover is not provided by MOD. 306-C-7

81 ACTIVITY Models (replicas) of various aircraft and cars Motorcycle maintenance O Overhead projectors - construction of R Radio construction Radio masts, portable, construction of Rafts, building of (using oil drums and poles) Rifle ranges (tube ranges), building of S Simulators - maintenance of Static displays (including refurbishment of non-flying aircraft) - construction and maintenance Static Rebuild of car engines T Telephone systems - construction of internal systems Timber saluting dais - construction of Trailers, building of V Vehicle maintenance on sqn minibuses, trailers and caravans. CAVEATS Provided no work is carried out on safety critical areas. See para 4 below. For use by ATC personnel only. To be tested on sheltered flat water only. Participants to wear buoyancy aids. See also caveat on Cleaning and preparing aircraft for display at museums etc. Provided no work is carried out on safety critical areas. See para 4 below. 2. Engineering activities as listed below are under review. Participants are warned that insurance cover under the ATC insurance scheme may not exist for these activities: a. Construction of light aeroplanes. b. Usage of full workshop machinery (eg. lathe, fly press, jig saw and pedestal drill). 3. The insurers have agreed to remove the exclusion in respect of light power tools for both engineering and wood-working. However, a warranty has been added to the policy that the use of these tools must only be carried out under the supervision of an appropriately qualified individual and that all usage must be in accordance with any legislation relating to this subject. 4. The term safety critical relates to any component part of the vehicle which, in the event of failure to perform its intended functions, would leave the vehicle in an unsafe condition. 306-C-8

82 ACTIVITIES WHICH REQUIRE AN ADDITIONAL PREMIUM Bob Sleighing Parascending ACFO HQ AC should be contacted with details of the event before participating in these activities. The additional premium will have to be met from Rgn/Wg/Sqn Welfare Funds. ACTIVITIES NOT COVERED BY THE MOD INDEMNITY AND ATC INSURANCE Bungee Jumping Construction of Aeroplanes Construction and use of Rockets Heli-skiing Horse Racing Microlight Flying (Excluded from cover in all cases apart from HQ AC authorised Scholarships) Motor and Motorcycle Racing Paint-balling Airside Activities (including Aircraft Marshalling). However, this exclusion does not apply to ACCGS and VGS approved, properly authorised activities. 306-C-9

83 Annex D No 306 AIR TRAINING CORPS - CONFIRMATION OF INSURANCES FOR COMPANIES OR ORGANISATIONS PARTICIPATING IN WORK EXPERIENCE PROVISION FOR AIR TRAINING CORPS Any Company or Organization providing work experience on behalf of Air Training Corps members must have in force the requisite Employers and Public Liability insurances. The Air Training Corps cannot accept responsibility for injury or illness and/or loss or damage to property whilst members are undergoing work experience with other Companies or Organizations. Please sign below to signify your acceptance of these terms. Signed Date on behalf of (Organization) 306-D-1

84 Annex E No 306 SECURITY REQUIRED 1. Final exit door to be fitted with a mortised deadlock, which has 5 or more levers/or, conforms to BS3621. A matching box striking plate must also be added. 2. All other external doors and all internal doors giving access to any part of the building not occupied by the Squadron for the purpose of this policy must also comply to para 1 or two key operated security bolts for doors, one fitted approximately 30 cm from the top of the door and 30 cm from the bottom. 3. Aluminium or UPVC framed doors are to be fitted with integral cylinder key operated mortise locks. 4. All opening external basement ground floor and other accessible window, fanlights, roof lights and skylights are to be fitted with key operated window locks. Please note windows with bars, grills or mesh security fixed to the brickwork will not require the above. 5. Any door or window designated as a Fire Exit by the fire authority is excluded from the above requirements. These do, however, require panic bolts or fire exit bolts, any additional devices must be approved by the Fire Prevention Officer. 6. Each item of electronic Office Equipment (eg PCs, Laser Printers or Fax Machines) with a single value of 2,500 or greater must be securely anchored to the desk or the structure of the building by means of lockdown plates and the keys removed from the site when unoccupied. If the premises are in use the keys must be kept in a secure place, not in the vicinity of the equipment. NOTE: 1. If the above requirements are not complied with, this may render any claim invalid under the policy. 306-E-1

85 AIR CADET FINANCE INSTRUCTIONS INSTRUCTION NO 307 RE-ISSUE OF CHEQUES AND CASH LOSSES AIR TRAINING CORPS PUBLIC ACCOUNT INTRODUCTION 1. The purpose of this instruction is to detail the action to be taken in the event of a lost/stolen cheque and "write-off" of cash losses from the Public Sub Account HMG INVESTIGATION 2. On the first suspicion that a loss of Public Funds may have occurred, the Accounts Officer, HQ Air Cadets is to report such apparent or proven, unexplained or evident loss to the Finance Officer. He/she is then to: a. Determine whether the cheque has not cleared through the bank account held at Lloyds Bank PLC and where this has not occurred issue a "stop payment" order by telephone followed by written confirmation. b. Issue the Declaration Form to the payee for completion and return and on receipt of same together with acknowledgement by the bank that the "stop payment" has been effected, issue a replacement cheque to the payee (see para 3 for cheques misappropriated). 3. Should the bank confirm that the subject cheques have been cleared, the Accounts Officer is to: a. Request a copy of the cheque(s) under question, showing an endorsement on the reverse and, on receipt, b. Notify CBFM of the details, so that advice and assistance of the Treasury Solicitor may be sought as necessary. c. Inform the payee of the findings in writing. FURTHER ACTION 4. On receipt of the investigation report, the Commandant Air Cadets permission is to be sought to reissue cheque(s) to the total value of the original claim on Public Funds. 5. Where restitution occurs, either in part or in full, details should be recorded in the Recoveries Register, appropriate to the individual account, and progressed to finality

86 6. Where full restitution has not taken place, the Accounts Officer will institute "write-off" action by: a. Providing a summary of the events, with accompanying documentation including any investigation report to Commandant Air Cadets/Wg Cdr Admin through Finance Officer with a recommendation for "write-off". b. If approved, enter detail in Losses Register held by Accounts Officer. LOSSES RETURN 7. All losses recorded in the Losses Register are to be included in the annual Losses Return submitted to Command at the end of each Financial Year

87 AIR CADET FINANCE INSTRUCTIONS INSTRUCTION NO 308 REMUNERATION - ACO RAFVR(T) OFFICERS AND ATC ADULT SNCO s GENERAL 1. Eligibility to Receive Remuneration: a. RAFVR(T) Officer, WO, SNCO ATC, CCF service with the Air Cadet Organisation (ACO) is voluntary, local and part time. Service is voluntary, except when required to attend annual camps, authorised courses of instruction, authorised single day exercises or as otherwise specified by HQ AC. A list of authorised paid activities is at Annex A. b. There is no automatic entitlement to receive remuneration for any specific ACO activity. No commitments regarding remuneration are to be promised or implied by any Commander unless the duty is strictly within the terms of this instruction and as listed. In all other circumstances the prior approval of HQ AC is to be obtained, and it should be noted that retrospective approval will not be given. c. Officers, WOs and SNCOs are to plan approved activities strictly within the 28 days per financial year limitation, additionally CCF Contingent Commanders can receive a further 14 days iaw JSP 313, Chapter 17, Paragraph 17.3 (all subject to affordability within the ACO budget). d. CIs and Chaplains are specifically excluded from receiving remuneration. e. Aggregation of remuneration days is not permissible. f. On the occasions where an ATC RAFVR(T) Officer, WO or SNCO re-grades to Civilian Instructor then all claims for remuneration in the former rank are to be made prior to the change. Failure to do so may result in delay in payment. 2. Submission of Claims: a. All claims for remuneration are to be made on HQ AC Accts Form 80 Claim for Remuneration RAFVR(T) Officers and ATC Adult SNCOs (a copy can be found in the forms library) which should be submitted promptly (ideally within a month) after the completion of the duty. b. The individual making the claim is to sign the form on every occasion. Dispensation will be granted for claimants who are unable to sign due to a disability, on receipt of a written request from the individuals higher authority e.g. Wg Ex O, Sqn Ldr CCF. c. Forms should be legible and the nature of duty should be fully explained in all cases. Any errors should be corrected by a single line through the mistake, initialling the changes and should not include use of any correction fluid

88 d. Claims for remuneration associated with Adventure Training activities are to be endorsed with the date and reference number of the letter of approval for the activity to take place. 3. Submission of Belated Claims: a. Arrears of emoluments may only be paid where entitlement can be established without doubt and where it can be proved by reference to accounts or other documents that payment has not already been made, assuming the individual remains within the ACO and is in a paid rank. Any individual who has left the organisation and has been issued a P45 can not be paid retrospective claims (see para 20 for further details). b. Claims over 3 years old are deemed to have been forfeited. c. Claims up to 3 years in arrears may be processed and paid by HQ AC (Accounts) provided the claim has been verified in accordance with para 3a above and has the Budget Holders approval. The following information must be submitted: (1) Details of the specific action that has been taken to establish beyond doubt that the claim has not been paid previously. (2) A statement from the claimant that he/she has been interviewed by a superior Officer as to the reasons for late submission. (3) Evaluation of the claim at the rates applicable at the relevant time and confirmation that the claim is correct for payment, other than its belatedness. d. It is emphasised that belated claims cannot be processed until the procedure detailed at sub-para c above has been completed and that ultimate approval cannot be assumed. 4. Countersignature of Remuneration Claims. It is a Countersigning Officer s responsibility to ensure that, as far as is reasonably practicable, all claims which are approved are valid and in accordance with current regulations. Where the validity of a claim is suspected it should not be signed until a satisfactory answer has been given. All claims must be countersigned at Part 2 before their submission to HQ AC (Accounts), RAF Cranwell, Sleaford, Lincs, NG34 8HB, as follows: a. Squadron Personnel. Claims on HQ AC Accts Form 80 for the Squadron CO and Camp Commandants are to be countersigned at part 2 of the form by the Wing CO, unless he/she has delegated authority to the Wg Ex O. Squadron staff remuneration claims for camp duties are to be countersigned by the Camp Commandant at Part 2. All other Squadron staff remuneration claims are to be countersigned by the Squadron CO at Part 2. Part 2 is to be countersigned for Camp Commandants, the Squadron CO and Squadron staff as follows: (1) HQ AC for duties and courses organised by HQ AC (to be submitted to the organising Branch). (2) Assistant Regional Commandant - for duties and courses organised by the Regional HQ

89 (3) OC SATT - for staff and students on SATT courses. (4) Wing CO (unless authority has been delegated to the Wg ExO) - for all other duties and courses. (5) ACLC Course Commander is to countersign all claims for directing staff. b. Wing Staff. All claims are to be countersigned by the Wing CO at Part 2 of HQ AC Accts Form 80, unless he/she has delegated authority to the Wg Ex O. All claims by Wing COs are to be forwarded via the Wing HQ to the Regional Commandant for countersigning in accordance with sub para 4a above. c. Regional Staff and OCs SATT. All claims are to be countersigned by the Regional Commandant at Part 2 of the HQ AC Accts Form 80, unless he/she has delegated authority to the Assistant Regional Commandant. d. AEF Pilots. Claims on HQ AC Accts Form 80 are to be countersigned by OC AEF at Part 2. Claims made by OCs AEF are to be submitted to Sqn Ldr UAS for countersignature at Part 2. e. Gliding Instructors. Claims on HQ AC Accts Form 80 are to be countersigned at Part 2 by OC VGS and forwarded to Sqn Ldr Flying or authorised deputy, HQ AC. Claims made by the OC VGS are to be countersigned by Sqn Ldr Flying or authorised deputy HQ AC at Part 2. f. CCF Personnel. All claims for RAF Section Officers are to be countersigned by the Section Commander. The RAF Section Commanders claims are to be signed by the Contingent Commander. RAF Contingent Commanders claims are to be signed by the Headmaster. g. Notes: (1) It is a serious offence to make or conspire in making any false statement on a claim or to withhold any information relevant to the claim. Such an offence could lead to disciplinary action, which in turn could lead to dismissal from the ACO. (2) Current payment regulations require that the name of the countersigning Officer is printed in capitals beneath the signature on the claim form. (3) It is contrary to MOD cash accounting regulations for the spouse/partner/relative of any claimant to have any part of the processing of claims. Claims for a spouse/partner/relative must be countersigned by an independent Officer. (4) Countersigning Officers - Authorised Deputies. In all cases in the event of the absence of the authorised countersigning Officer, HQ AC (Accounts) is to be notified in writing of the authorised deputy and the effective dates

90 5. Method of Payment of Claims: a. It is a requirement of current MOD regulations that all personnel in receipt of remuneration and allowances are paid direct to a bank account using the Bankers Automated Credit System (BACS). b. Under exceptional circumstances, where payment to a person s bank account would cause the recipient personal problems, prior authority is to be sought from HQ AC (Accounts Officer) to arrange payment by cheque. Any such case should initially be processed through the individual s Wing HQ or equivalent for recommendation. Authority to be paid by cheque will only be granted in exceptional circumstances, where hardship would be caused to the individual if the payment were to be made direct to his/her bank account. Payments of remuneration or allowances by cheque cannot be made without this authority. c. Where, for any reason, it becomes necessary for an individual to change his/her notified bank account, HQ AC (Personnel Section) is to be informed as soon as possible. It is not sufficient to highlight changes to bank details on the claim form and an Accts Form 14 (Personal Bank Details) must be completed and forwarded to HQAC. It is emphasised that this is to be done as soon as possible after the change is made to avoid delay in payment of claims. 6. Remunerated Duty. No Officer, WO or SNCO may receive remuneration for more than 28 days in any one financial year (1 Apr - 31 Mar) (subject to affordability within the ACO budget), except as provided for in paras 8 and 9 below. Officers, WOs and SNCOs ATC occupying supernumerary posts at other Squadrons, Gliding Squadrons, Air Experience Flights, CCF Detachments or other units have no entitlement to claim more than the maximum 28 days per financial year. If it is considered essential that personnel in these posts receive over their 28 paid day limit, then application should be made for a grant of extra paid days in accordance with paras 8 and 9 below. 7. Continuous Duty. When eligible to receive remuneration, one day s remuneration will be issued for a period of continuous duty from 8 hours up to 24 hours inclusive whether wholly in one day, or partly in one day and partly in another, subject to the completion of at least 4 hours attendance at the place of duty. For periods in excess of 24 hours, remuneration will be issued for each day (midnight to midnight) when the Officer, WO or SNCO ATC is required to attend for 8 hours duty or more and completes at least 4 hours attendance at the place of duty. An 8 hour period will begin and end at the Officers, WOs or SNCOs ACO unit or home, whichever period is the shorter. 8. Pool of Additional Days: a. In exceptional circumstances remuneration in excess of the 28-day limit may be authorised for Officers, WOs and SNCOs required to attend for extraordinary duties or to undertake specific tasks where no other suitably qualified member of staff is available. This is subject to sufficient funding in the HQ AC budget to cover any additional requirements and is reviewed each financial year. b. Extra days from the Pool are delegated to each Region for allocation by Regional Commandants (subject to budgetary affordability). These Pool days may be further 308-4

91 delegated to Wings at the Regional Commandant s discretion. A Pool of days is retained under HQ AC control to meet any standing commitments, VGS, CCF and any further requests once Regional Pools are exhausted. Towards the end of the financial year, HQ AC may request the surrender of any days remaining unused. c. Regional HQs, Wg Cdr CCF and Sqn Ldr Flying are to inform HQ AC (Accounts Officer) of those staff who have been allocated additional days in order to update personal remuneration records to authenticate subsequent remuneration claims, and to maintain a record of days authorised. d. RAFVR(T) staff pilots on Air Experience Flights requiring extra days are to follow the procedure at para 13c. 9. Extra Days for Advanced Gliding Training. Relief Gliding Instructors in support of Advanced Gliding Training are eligible to receive remuneration, subject to the normal rules, in the rank of Flying Officer or in the lower remunerated rank as applicable. All paid days will come from the Central Gliding School Pool of 546 extra days (subject to ACO budgetary funding) and not from the Officer s 28 day annual limit. Claims for remuneration from this Pool should be stamped RELIEF INSTRUCTOR and countersigned by OC CGS. 10. Band Duties. Each Region will be allocated 60 RAFVR(T) remuneration days in support of Band duties each year, to be disbursed at Regional Commandant s discretion. Remuneration in support of Band duties is admissible only within the annual 28 day limit and the maximum remuneration rate admissible will be that of Sqn Ldr (paid). Remuneration will not be admissible for Band practices or displays conducted at the Sqn HQ (subject to ACO budgetary funding). 11. Annual Camps and Courses of Instruction. All authorised camps and courses of instruction have a specific remuneration duration which are laid down at Annex A. The recognised day of arrival will only be included when the duration of the camp/course is at least 5 working days. 12. Regional/Wing Courses. ACRHQs are to maintain a register of the number of paid days claimed by adult staff each Financial Year. ACTI No 82 refers. 13. Air Experience Flight Personnel: a. Qualifying Duties for Remuneration. An Operation Order is issued by HQ EFT on each occasion that remuneration is admissible for flying duties, which is usually only for annual camps and AEF detachments. The minimum period of continuous duty at para 7 must be completed to qualify for remuneration. b. Remuneration for Camp Travel and Non-Flying Duties. As a concession, those RAFVR(T) staff pilots on an authorised detachment to camp or to another AEF for a minimum of 3 consecutive flying days in any one camp week starting Wednesday at Easter and on a Sunday during the Summer qualify for additional remuneration which may be authorised by OIC Camp Flying when: (1) Non-flying days intervene between planned flying days. (2) The travelling distance or time to camp precludes flying on the same day; the day before flying begins is then admissible. A general guide is that a distance 308-5

92 of 75 miles or 2 hours duration should not be exceeded if a full day s flying will follow. Similarly, the day after the last flying day is admissible but only if the travelling distance exceeds 150 miles or 4 hours duration. (3) Such detachments of RAFVR(T) staff pilots for flying away from the home AEF, either at another AEF or at a Camp must always be authorised in advance by HQ EFT. c. Additional Days. All claims for extra days over and above the 28 day limit should be staffed through HQ EFT. 14. Advances of Remuneration: a. In certain circumstances RAFVR(T) Officers, WOs and SNCOs ATC may seek an advance of remuneration for approved courses or camps of 4 days or more duration. b. The amount of advance will be restricted to approximately 50% of expected gross entitlement. c. Application should be made on HQ AC Accts Form 81 to reach HQ AC (Accounts) at least 3 weeks prior to the event giving the reasons for requesting the advance e.g. unemployed, self-employed or unpaid leave from an employer. Allowance should be made for the form to be staffed through the respective OC Wing, Wg Cdr CCF, Region, AEF or VGS allowing time for the processing of the form and its payment prior to the duty. An example of HQ AC Accts Form 81 Application for Advance of Remuneration RAFVR(T) Officers and ATC Adult SNCOs (a copy can be found at the forms library). d. The balance will be paid on completion of HQ AC Accts Form 80 which should be annotated ADVANCE in red at the top. These forms are to be forwarded to HQ AC (Accounts) within three weeks of the last day of the duty. If the duty concerned is, for whatever reason, not undertaken HQ AC (Accounts) is to be notified immediately and the advance received paid back to the public account. Recovery action may be taken if this instruction is not complied with. 15. Rates: a. Officers, WOs and SNCOs will be remunerated at the rates as directed by MOD and with the exception of those mentioned at sub-para b. below who will receive the remuneration of their substantive or paid acting rank; newly commissioned Plt Offs who have previous service as an WO (within the ATC) on appointment will retain the WO remuneration rate on a mark time basis until it is overtaken by a change in remuneration appropriate to the officers new rank. Current rates of remuneration are periodically published in HQ Air Cadet Routine Orders/CCF Branch Routine Orders. b. Officers filling supernumerary posts as AEF pilots and gliding squadron instructors will be paid in their substantive rank when executing these duties. Relief Gliding Instructors in support of Advanced Gliding Training are also eligible to receive remuneration, subject to the normal rules (see para 9 above). c. Generally, remuneration rates change on 1 Apr of each year. To simplify staff work and expedite the process of payment, where a duty falls each side of this date, 308-6

93 claimants should submit two separate claim forms for the dates each side of the effective date as opposed to one form for the entire duty. d. When any doubt exists about the rate of remuneration and it is necessary to refer the matter to a higher authority, payment is to be suspended until a decision is made. Where the question relates to which of the two rates or amounts is correct, the lower rate is to be paid provisionally. 16. Previous Service. In certain circumstances, previous full time regular commissioned service may be taken into account in determining RAFVR(T) Officers rates of remuneration on entry to the rank of flying officer only. 17. Deductions. Deductions for Income Tax and National Insurance Contributions are liable on all remuneration emoluments to Officers, WOs and SNCOs ATC: a. Income Tax: (1) This will be deducted at source at the Standard Rate or as appropriate from all remuneration unless HQ AC (Accounts) holds a tax exemption certificate P6(T) with effect from 6 Apr each year. The certificate must be obtained from: H M Revenue and Customs HM Inspector of Taxes South Wales Area Ty Glas Llanishen Cardiff CF14 5FN personally by the individual. The following information should be passed to that department for issue of the certificate: (a) (b) (c) (d) Full surname and forenames. Private address. NI number. Service number and Unit. (2) Remuneration received from activities with the Air Cadet Organisation must be reported to the HM Revenue and Customs on each individual s income tax return whether or not tax is deducted. Form P60, showing the gross taxable remuneration received, tax deducted and NI contributions paid will be forwarded to all personnel paid by HQ AC (Accounts) after the end of each Tax Year. (3) Students. Students attending full-time courses may obtain from HQ AC (Accounts) a Form P38(SD) which after completion and return will give complete exemption from tax deductions for the current year only if the caveats listed on the form are relevant. When students cease full time education, HQ AC (Accounts) is to be informed

94 (4) Refunds. HQ AC (Accounts) is not able to refund income tax under any circumstances. It should be noted that this office is able to deal with tax questions relating to remuneration received in connection with ATC duty only, and tax questions of a general nature should be taken up with HM Revenue and Customs directly. b. National Insurance Contributions (NIC): (1) Earning related NIC are payable at a fixed percentage rate of all earnings within a minimum and maximum monthly range whether or not tax is deductible under pay as you earn (PAYE). It is payable in each month where earnings are at or above the lower earnings limit. HQ AC is not permitted to refund NIC directly and any query concerning this matter, should it arise, is to be taken up directly with HM Revenue and Customs, NI Contribution Office. (2) Exemption from NIC. Personnel already earning the maximum in their civilian employment may apply each year for a Form CA exemption certificate which will be issued direct to HQ AC (Accounts). The form is to be submitted to HQ AC prior to the commencement of each tax year. Individuals should apply to: HM Revenue and Customs NI Contributions Office Central Accounts Room BP9203 Benton Park View Newcastle-upon-Tyne Tyne and Wear NE98 1ZZ 18. Unemployment. Personnel who are unemployed should annotate at the top, front side of all claims UNEMPLOYED in red. Such claims will be given priority on receipt by HQ AC (Accounts). 19. Recoveries. a. Recovery action may be taken against adult staff where it is apparent that an over issue of remuneration or allowances have been made. This includes over-payments by an administrative error made at HQ AC (Accounts) or by an error made by the individual concerned. b. In such cases the following action will be taken: Ser No Recovery State Action Action By 1 Initial Recovery Letter sent to individual (home address) with full explanation and request for repayment. HQ AC (Remuneration Section AO) 308-8

95 Ser No Recovery State Action Action By 2 Hastener (after 28 days) 1. Further letter sent to individual s home address by recorded delivery. 2. Copy to Rgnl/Wg HQ, Wg Cdr CCF, Sqn Ldr Flying, HQ EFT as appropriate. HQ AC (Accts Off) 3 After 56 days Case staffed to Wg Cdr Admin HQ AC through ACFO with request that individual be interviewed at Rgnl level/area Officer. HQ AC (Accts Off) HQ AC (Wg Cdr Admin) 4 Case passed to Rgnl Comdt/Wg Cdr CCF/Sqn Ldr Flying/HQ EFT as appropriate with a request to interview individual. HQ AC (Wg Cdr Admin 5 Individual interviewed under arrangements made by Rgnl HQ/Wg Cdr CCF/Sqn Ldr Flying/HQ EFT. Rgnl HQ, Wg Cdr CCF/Flying /HQ EFT 6 Action taken as a result of interview. HQ AC (Accts Off) 20. Information regarding starters and leavers who are eligible to claim remuneration. Upon joining the ACO, a volunteer must complete and submit to the HQ AC Personnel Department the relevant paperwork including P46 details and a valid UK National Insurance Number, to permit processing of F80 Remuneration claims. When volunteers leave the ACO e.g. resign, relinquish, not extended etc all outstanding remuneration claims must be submitted immediately following the last duty to warrant payment. HQ AC is legally obliged to submit a P45 (Leaving notification) to HMRC detailing all taxable income in the appropriate Financial Year for all individual leavers. After that point no further payments can be made, accordingly volunteers must submit outstanding claims within 1 month of their departure. A paper P45 will be issued to the individual for their retention. REMUNERATION AND OTHER AWARDS 21. General. The following regulations are to be read in conjunction with the medical procedures outlined in AP 1919, Chapter 6 and it is vital that accidents and claims are reported immediately in accordance with ACAI No 202. In the interests of members of the ACO who 308-9

96 may be entitled to make claims, units are to ensure that a careful record is kept of all accidents or incidents which might be regarded as attributable to or aggravated by conditions of service in or with the ACO, even when there seems to be no likelihood of an immediate claim to such benefit. In particular, signed statements should be obtained whenever possible from the injured person and from independent witnesses. 22. Certified Sick Leave. All ACO staff are forbidden from carrying out duties of any kind if they are on certified sick leave from their employer as applicable (see also AP 1919, Chapter 12). 23. Injuries or Disabilities due to ACO Service. It is not practicable to specify all the circumstances in which an award could be made but all casualties resulting from authorised flying or gliding which are not incurred by the negligence or misconduct of the individual will normally be regarded as being due to service wth the ACO. 24. Reporting of Accidents and Claims. These should be reported in accordance with ACAI Third Party Compensation Claims. General compensation for personal injury or death may be payable in one of the following ways: a. By MOD on a legal liability basis at law. b. By the ATC insurers where the no-fault compensation scheme applies. Such claims are dealt with by MOD DC&L (F&S) Claims who will administer any claim for an accident arising out of any authorised ACO activity (AP 1919, Chapter 12 refers). Annexes: A. RAFVR(T) Officers and ATC Adult SNCOs - Activities Admissible for Remuneration

97 Annex A No 308 ACTIVITIES ADMISSIBLE FOR REMUNERATION - RAFVR(T) OFFICERS AND ATC ADULT SNCO s All activities are subject to such pre-authorisation requirements directed by the chain of command. 1. Courses of Instruction for Adults Authorised by MOD: a. Courses at the ATF RAF Cranwell (6 days) (ACTI No 92): (1) Officers Initial Course (OIC). (2) Officers Senior Course (OSC). (3) Senior Non-Commissioned Officer Staff Initial Course (SSIC). (4) Senior Non-Commissioned Officer Staff Drill Instructor Course (SSDIC). (5) CCF Section Commanders Course (SCC). b. Ground Instructors Course at various RAF Stations or Units (6 days) (ACTI No 93): (1) Aviation Subject Courses: (a) Principles of Flight - RAF Cranwell (b) Propulsion - RAF Cosford (c) Airframes - RAF Cosford (d) Navigation - RAF Cranwell (e) Comms and Radar - RAF Cosford (Pt 1 and Pt 2) c. HQ AC, Region and Wing Courses (ACTI No 95): (1) Food Handling and Hygiene Courses (one day). (2) First Aid at Work Course (4 days), Re-qualification Course (2 days), Workshop Weekends and Conferences, Briefings and Updates (2 days). Adult Lifesaver/Activities First Aid (4 days). (3) First Aid Trainer/Assessor Course (7 days). 308-A-1

98 (4) First Aid at Work plus Training Development and the Advanced Course plus Hospital Fracture Management both held at Frimley Park (7 days). (5) Health & Safety at Work Courses of Direct Relevance to Air Cadet Activities (Comdt s HSW Policy Statement refers) (one day). (6) Regional and Wing Public Relations Officers Workshop (2 days). d. RN/Army Sponsored Courses. Prior approval is required from Sqn Ldr CCF for CCF official participation in any RN/Army sponsored activities. 2. Marksmanship and Fieldcraft: a. Range Conducting Officers Courses (2 to 3 days) (ACTI No 42). b. Small Bore and Air Rifle Competitions: Range and Escorting Officers (2 to 3 days) (ACTI No 46). c. Full Bore Rifle Shooting: Range, Butt/Console and Escorting Officers, Safety Supervisors and Coaches (one day) (ACTI No 47). d. Bi-annual Corps Shooting Committee Meetings (one day). e. Annual Service Cadet Rifle Meeting Bisley and Cadet Inter Services Skill at Arms meeting (3 to 4 days). f. Pre-Bisley and Pre-CISSAM Courses (6 days) (ACTI No 86). g. ATC Target Rifle Coaching Course (6 days) (ACTI No 86). h. National Rifle Association Schools/Cadets Coaching Course (3 days) (ACTI No 87). i. Infantry Coaching and Range Management Qualification Courses for SATT Staff (10 days). j. Coaching Courses run by Small Arms Training Teams (2 to 3 days). k. Weapon Instructor/Skill at Arms Instructor Courses run by Small Arms Training Teams (3 to 6 days). l. Weekend Range Practices to re-qualify Range Conducting Officers (one day). m. Fieldcraft and Military Skills Lessons and Exercises (one day single lesson/exercise 7 days for Range Camp). n. Weapon Escorting Officer (day of journey only). o. SATT Staff on Training Evaluation duties for HQ AC. 308-A-2

99 3. Major Air Shows/Aviation Events: a. SBAC Farnborough. b. RIAT Fairford (including preparation as directed by TG2). c. Attendance at Air Days - Projects designated by COS AC. d. Remuneration may also be admissible for other major RAF shows and aviation events. Applications must be submitted through the Chain of Command for approval prior to the event. 4. Adventure Training: a. Authorised staff training and cadet supervision at a local level. The Regional Reference Number must be annotated in all claims. For CCF the reference of the formal approval for the activity is to be entered on the claim. b. Adventurous Outdoor Activity Instructor Courses held at the National Air Cadets Adventure Training Centres at Llanbedr and Windermere and the Joint School for Adventurous Training Instructors (JSATI): (1) Summer Mountain Leader Training (up to 7 days). (2) Summer Mountain Leader Assessment (up to 6 days). (3) Summer Mountain Leader Pre-Assessment (up to 6 days). (4) Summer Mountain Leader Introductory (up to 6 days). (5) Basic, intermediate and instructor Kayak and Canoe Courses (up to 6 days). (6) Single Pitch Award Training (3 days). (7) Single Pitch Award Assessment (3 days). (8) Rock Climbing Skills (7 days). c. Adult Discipline duties on HQ AC sponsored cadet courses: (1) Parachuting Course, Skydive Weston at RAF Weston-on-the-Green (5 days). (Prior approval must be obtained from Wg Cdr Phys Ed) (2) Hang Gliding/Paragliding Courses, Joint Service Hang Gliding and Paragliding Centre (JSHP), Crickhowell (13 days). (3) Offshore Sailing Course, The Sea Cadets, South Coast of England (8 days). (4) Nordic Skiing Course, Zwiesel (11 days). 308-A-3

100 (5) Basic Winter Training (BWT) RAF Oberammergau (9 days). d. Sports Leader UK Basic Expedition Leader Course (90 hours split over evenings and weekends). e. Adult Discipline Nijmegen Marches (including preparatory marches/exercises) (max 7 days). 5. Sport: a. RAF Football Association Referees Course (3 days). b. RAF Rugby Union Rugby Referees National Foundation Course (3 days). c. RAF Swimming Association Technical Officials Course (3 days). d. RAF Netball Association Umpires Course (3 days). e. RAF Hockey Association 4-day Umpires Course - RAF Halton. f. RAF Athletics Association Officials Course (3 days). g. ATC Sport Council Meetings - Regional Sports Os/D Sports Os. h. Regional Sports Committee Meetings - Wing Sports Officers. i. Inter-Region (Corps Level) Competitions (1) in the 7 Corps Sports (Soccer, Rugby, Hockey, Netball, Swimming, Athletics and Cross-country). (1) Regional Sports Os/D Sports Os (2). (2) 2 Officers/SNCO s per Region nominated as OC Cadet Discipline where cadets are necessarily accommodated overnight. (3) 2 Officers/SNCO per Region nominated as Team Manager at Corps (Inter-Region) sports events approved by HQ AC. j. Inter-Wing (Regional Level) Competitions (1) in the 7 Corps Sports. (1) Regional Sports Os/D Sports Os (2). (2) 2 Officers/SNCO per Region nominated as OC Cadet Discipline where cadets are necessarily accommodated overnight. (3) 2 Officers/SNCO per Wing nominated as Team Manager at Regional (Inter-Wing) sports events approved by ACRHQs. k. Inter-Sqn (Wing level) competitions organised by themselves within their own particular Wing in preparation for the Inter-Wing competition for the 7 Corps Sports - Wing Sports Officers (2). 308-A-4

101 Notes: l. Sports outside the 7 Corps Sports do not attract remuneration and Travel and subsistence from Public Funds. 1. Wing Sports Officers do not qualify for remuneration at Region (Inter-Wing) sports events. 2. All ACRHQs and Wing HQs are to notify HQ AC (Wg Cdr Phys Ed and PSO) of any changes in Sports Officer appointments. All claimants under this sub-paragraph are to annotate their claims clearly with their role, i.e. OC Cadet Discipline, Team Manager or Official Sports Officer. 6. Cadet Courses: a. Personal Awareness Course at AFCC Amport House - Adult Supervisors (3 days) (ACTI 81). b. Region/Wing Courses for Cadets (ACTI No 82) - Regions are to maintain a register of the number of remuneration days claimed by adult staff each Financial Year. c. Cadet NCO Training Courses (ACTI No 7). d. Cadet Leadership Course at Frimley Park - Assistants to the Directing Staff (7 days) (ACTI No 83). e. Air Cadet Leadership Courses at RAF Cranwell - Adult Supervisor (7 days) (ACTI No 84). f. Junior Leaders Courses (up to 28 days). g. Method of Instruction (1 day). h. Area Air Cadet Leadership courses as authorised by HQAC. 7. Flying: a. Air Experience Flying. b. Instructor Training Courses Air Experience Gliding RAF Syerston (up to 8 days). c. Gliding Induction Course (1 day) (ACTI No 32). d. Gliding Scholarship (up to 8 days) (ACTI No 32). e. Advanced Glider Training (AGT) Relief Instructor (up to 8 days) (ATCI No 32). f. Volunteer Gliding Squadrons (VGS) Conference at RAFC Cranwell (2 days). g. Flight Safety Courses (2 to 3 days). h. Senior Supervisors Courses (4 to 6 days). 308-A-5

102 8. Camps, Visits and Competitions: a. Annual Camps (ACP 237 refers): (1) Supervisors one-week camp including specialist camps e.g. Band (8 days). (2) Camp Commandant may claim up to 3 additional days. (3) Supervisor 2-week camp (15 days). (4) Camp Commandant 2-week camp (17 days). (5) CCF(RAF) Contingent Commanders may claim, by prior approval, up to 7 days remuneration to visit the annual camp of another of his/her sections. b. OCs Wing Camp and Pre-Camp Visits. Remuneration is admissible for visiting camps at RAF Stations up to a limit of 3 days for each camp visited. Visits will be restricted to the UK and to no more than one visit to each Station hosting a camp for members of the Wing during each of the Easter and Summer Camp season. Exceptionally, Rgnl Comdts may authorise an extra day s remuneration where the camp location is remote from the Wg HQ. c. Air Squadron Day Only units specifically authorised by Wg Cdr CCF. d. International Air Cadet Exchange (IACE) (ACTI No 53): (1) UK Conducting Officer (including staff appointed for Regional Tours). (2) Overseas Escort Officer. (3) Planning Meetings. (4) IACE Selection Boards. e. Overseas Visits Organised by Sqns/CCF (ACTI No 51). Remuneration will be limited to the number of adults permitted for approved UK activities and to the days on which the qualifying activities are taking place. An appropriate remuneration authorisation must be made by the ACRHQ/Sqn Ldr CCF, before being passed to TG3. f. Affiliation Visits: Training visits to RAF Stations for periods not exceeding 2 days (excluding travelling time) under the RAF/ACO affiliation scheme. Such visits may also be made to other RAF Stations and to Royal Navy and Army Units for training in Service subjects, when authorised by ACRHQs/Sqn Ldr CCF. Visits for periods exceeding 2 days must be authorised by HQ Air Cadets (ACTI No 5). g. Other Visits: One day visits to aircraft, engineering and radio factories and other places approved by ACRHQs which have an instructional or training value. 308-A-6

103 9. Competitions: a. Single Officer Nominated as IC Cadets (ACTI No 104): (1) Regional Aircraft Recognition Competition. (2) Corps Aircraft Recognition Competition. b. Corps Band Competition. Up to 2 days for up to 4 adults per Band. c. Air Squadron Trophy Area and National finals (1 day each). 10. Other Occasions When Remuneration May be Authorised: a. Committees: Meetings for all approved ACO activities (1 day). b. Band Duties. Only with annual budgetary approval - each Region will be allocated 60 VR(T) remuneration days in support of Band duties each year, to be disbursed at Rgnl Comdt s discretion. Remuneration in support of Band duties is admissible only within the annual 28 day limit. The maximum remuneration rate admissible will be Sqn Ldr (paid) and remuneration will not be admissible for Band practices or displays conducted at Sqn HQ. c. British Legion Remembrance Services at the Cenotaph and the Albert Hall. Two RAFVR(T) Officers and one SNCO up to 4 days remuneration in total. Local remembrance services do not attract remuneration. d. PR Duties at shows/events/incidents. e. The ATC Convention. f. Annual ATC Radio Communications Conference at RAF Cranwell. g. Wing Exercises - nature of exercise must be provided. h. Wing Parades. i. Wing Inspections. j. Wing Field Days. k. CCFA/CCRS Meetings specifically nominated officers only. l. Regional Conferences - nature of Conference must be specified. m. CCF Conferences Contingent Commanders Conference and Area Section Commanders Conference (other officers on approval of Sqn Ldr CCF). n. Wing Conferences - nature of Conference must be specified. o. Regional Meetings - nature of Meeting must be specified. 308-A-7

104 p. Wing Meetings - nature of Meeting must be specified. q. Commissioning/Selection Boards. r. Annual Contingency Stocktaking board. s. WO ATC and CWO Boards. t. Corps examination duties. u. Annual Wing Inspection of Sqns. v. Escorting Officer. w. CCF duties on school grounds at a weekend (over and above Parade Days) - cleared on a case by case basis by Sqn Ldr CCF. 11. This list is not fully exhaustive and it is therefore important that when exceptional duties, or those not mentioned above, are carried out that the authority reference letter is quoted on the HQ AC Accts Form 80 when claiming for remuneration. This is particularly important when Regional HQ/Sqn Ldr CCF authority is given for adventure training activities, where the activity is not readily recognised as a duty eligible for remuneration. Advice on exceptional duties should be sought from the Accounts Officer/ACFO, HQ AC. Failure to do so may result in the claim form being returned to the applicant. 12. All authorised courses have a specific remuneration duration. The recognised day of arrival will only be included when the duration of the course is at least 5 working days. 13. Occasions when remuneration is inadmissible: a. ACO involvement in local emergency contingency plans and aid to the Civil Authorities is not admissible and therefore cannot attract remuneration. b. Involvement in charity work and fundraising is inadmissible for remuneration. c. There are many other activities that may be undertaken not listed as admissible, so it is important to check with the Chain of Command before the activity is undertaken. 308-A-8

105 CLAIM FORMS AIR CADET FINANCE INSTRUCTIONS INSTRUCTION NO 309 ACO ADULT PERSONNEL - ALLOWANCES GENERAL NOTES 1. It is essential that forms used for the re-imbursement of allowances and expenses are compiled, processed and authorised for payment are submitted on the correct form and in accordance with current regulations. 2. The individual making the claim is to sign the form on every occasion (original signature and not photocopied). Dispensation will be granted for claimants who are unable to sign due to a disability on receipt of a written request from their higher authority e.g. Wing HQ/Sqn Ldr CCF. 3. All queries regarding claims will be referred back to the countersigning officer for clarification. 4. The following are common errors found on claim forms. All personnel should ensure that claim forms are completed legibly and accurately to avoid delays in processing and payment. a. Claim forms should be fully and correctly completed by the applicant. Particular attention should be paid to the requirements of Accts Form 1771 where it is essential that such information as timings, full journey details, nature of duty, authority for journey, names of passengers carried, a total is calculated and so on is provided. b. Claim forms should be legible. Any errors should be corrected by a single line through the mistake, initialling the changes and must not include use of any correction fluid. c. Claim forms are to be supported by receipts in those instances where proof of expenditure is required. d. Service/computer number should be quoted fully and correctly in all instances. The suffix or prefix letter should always be completed. e Bank details should be provided where requested and care should be taken to submit correct and complete details when required. f. Each claimant must submit their own refund of subsistence expenses on Accts Form 1771 and be aware that they can only claim for their own individual subsistence costs even if they have paid for other individuals expenses eg: hotel bill etc. SUBMISSION OF BELATED CLAIMS 5. Arrears of emoluments may only be paid where entitlement can be established without doubt and where it can be proved by reference to accounts or other documents that payment has not already been made

106 6. Claims over 3 years old are deemed to have been forfeited. 7. Claims up to 3 years in arrears may be processed and paid by HQ AC (Accounts) under the current regulations provided the claim has been verified in accordance with para 5 above and has the Budget Holder s approval. The following information must be submitted to HQ AC Accounts Officer: a. Details of the specific action that has been taken to establish beyond doubt that the claim has not been paid previously. b. A statement from the claimant that he/she has been interviewed by a superior officer and that their attention has been directed to current regulations. c. Evaluation of the claim at the rates applicable at the relevant time and confirmation that the claim is correct for payment, other than its belatedness. d. It is emphasised that belated claims cannot be processed until the procedure detailed at para 5 above has been completed and that ultimate approval cannot be assumed. COUNTERSIGNATURE OF TRAVEL AND SUBSISTENCE CLAIMS 8. It is a countersigning officer s responsibility to ensure that, as far as is reasonably practicable, all claims which are approved are valid and in accordance with current regulations. Should a countersigning officer suspect the validity of a claim it should not be signed until a satisfactory answer has been given. All claims for individual allowances must be countersigned before their submission to HQ AC (Accounts) as follows: a. Squadron Personnel and Members of Squadron Committees. (1) Claims on RAF Form 7101 for home-to-duty journeys for the Squadron CO are to be countersigned by the Wing CO, unless he/she has delegated authority to the Wing Admin Officer. Squadron staff claims are to be countersigned by the Squadron CO and sent through Wing HQ to HQ AC (Accounts). (2) Claims by Squadron COs on an Accts Form 1771 for other duty journeys are to be countersigned by the Wing CO, unless he/she has delegated authority to the Wing Exec Officer. Squadron staff claims on an Accts Form 1771 for other duty journeys are to be countersigned by the Squadron CO and sent through Wing HQ to HQ AC (Accounts). b. Wing Staff (including Wing Chaplains and Wing Chairmen). All claims are to be countersigned by the Wing CO, unless he/she has delegated authority to the Wg Ex O. All claims by Wing COs are to be forwarded via the Wing HQ to the Regional Commandant for countersigning. c. Regional Staff (including Regional Chaplains and Regional Chairmen). All claims are to be countersigned by the Regional Commandant, unless he/she has delegated authority to the Assistant Regional Commandant or Regional Staff Officer. d. AEF Pilots. Both home-to-duty claims (RAF Form 2970) and other duty travel claims on an Accts Form 1771 are to be countersigned by OC AEF. Both home-to-duty 309-2

107 Notes: claims (RAF Form 2970) and other duty travel claims on an Accts Form 1771 made by the OC AEF are to be countersigned by Sqn Ldr UAS e. Gliding Instructors. Both home-to-duty claims (RAF Form 2970) and other duty travel claims on an Accts Form 1771 are to be countersigned by OC VGS and forwarded to HQ AC, where the Accts Form 1771s are to be further countersigned by Sqn Ldr Flying or authorised deputy. Both home-to-duty claims (RAF Form 2970) and other duty travel claims on Accts Form 1771 made by the OC VGS are to be countersigned by Sqn Ldr Flying, HQ AC or authorised deputy. OC VGS s cannot authorise their own claims. f. CCF. All claims are to be countersigned by the Section Commander and the Section Commander s by the Contingent Commander prior to submission to HQAC Accounts; however, those for RAF Contingent Commanders are to be countersigned by the Headmaster. 1. It is a serious offence to make or conspire in making any false statement on a claim or to withhold any information relevant to the claim. Such an offence could lead to disciplinary action, which in turn could lead to dismissal from the Corps. 2. Current payment regulations require that the name and appointment of the countersigning officer is printed in capitals beneath the signature on the claim form. 3. It is contrary to MOD cash accounting regulations for the spouse/partner/relative of any claimant to have any part of the processing of claims. OCs may not, therefore, countersign claims made by their spouse/partner/relative and these claims must be countersigned by an independent officer. 4. Countersigning Officers - Authorised Deputies. In all cases in the event of the absence of the authorised countersigning officer, HQ AC (Accounts) is to be notified in writing of the authorised deputy and the effective dates. METHOD OF PAYMENT OF CLAIMS 9. It is a requirement of current MOD Regulations that all personnel in receipt of remuneration and allowances are paid direct to a bank account using the Bankers Automated Credit System (BACS). 10. Under exceptional circumstances, where payment to a person s bank account would cause the recipient personal problems, authority is to be sought from HQ AC (Accounts Officer) to arrange payment by cheque. Any such case should initially be processed through the individual s higher authority e.g. Wing HQ for recommendation. Authority to be paid by cheque will only be granted in exceptional circumstances, where hardship would be caused to the individual if the payment were to be made direct to their bank account. Payments of remuneration or allowances by cheque cannot be made without this authority. 11. Where, for any reason, it becomes necessary for an individual to change their notified bank account, HQ AC (Personnel Section) should be informed as soon as possible. It is not sufficient to highlight changes to bank details on the claim form and an Accts Form 14 (Personal Bank Details) must be completed and forwarded to HQAC. It is emphasised that this 309-3

108 should be done as soon as possible after the change is made to avoid delay in payment of claims. RECOVERIES 12. Recovery action may be taken against adult staff where it is apparent that an over issue of allowances or remuneration have been made. This includes over-payments by an administrative error made at HQ AC, Accounts or by an error made by the individual concerned. In such cases the following action will be taken: Ser No Recovery State Action Action By 1 Initial Recovery Letter sent to individual (home address) with full explanation and request for repayment. HQ AC (Allowances/Remuneration Section AO) 2 Hastener (after 28 days) 1. Further letter sent to individual s home address by recorded delivery. 2. Copy to Rgnl/Wg HQ, Wg Cdr CCF, Sqn Ldr Flying, HQ EFT as appropriate. HQ AC (Accts Off) 3 After 56 days Case staffed to Wg Cdr Admin HQ AC through ACFO with request that individual be interviewed at Rgnl level. HQ AC (Accts Off) HQ AC (Wg Cdr Admin) 4 Case passed to Rgnl Comdt/Wg Cdr CCF/Sqn Ldr Flying/HQ EFT as appropriate with a request to interview individual. HQ AC (Wg Cdr Admin 5 Individual interviewed under arrangements made by Rgnl HQ/Wg Cdr CCF/Sqn Ldr Flying/HQ EFT. 6 Action taken as a result of interview. Rgnl HQ, Wg Cdr CCF/Sqn Ldr Flying /HQ EFT HQ AC (Accts Off) 309-4

109 DUKE OF EDINBURGH S AWARD SCHEME 13. Public funds are not available to meet expenses connected with the Duke of Edinburgh s Award Scheme except for selected Adventure Training activities. INDIVIDUAL ALLOWANCES 14. Particulars of allowances and recoverable expenses for members of the ACO, together with notes concerning admissibility are detailed in the relevant Finance Instruction (FI) as shown below: FI 310 FI 311 FI 312 FI 313 FI 314 FI 315 FI 316 FI 317 FI 318 Outfit and Uniform Allowances. Motor Mileage Allowance. Home-to-Duty Allowance. Subsistence Allowance. Air Cadet Chaplains Attendance Allowance and Expenses. ATC Civilian Members Allowances and Expenses. Allowances and Expenses specific to Volunteer Gliding Squadrons. Allowances and Expenses specific to Air Experience Flights. Administrative Expenses

110 UNIFORM UPKEEP ALLOWANCE AIR CADET FINANCE INSTRUCTIONS INSTRUCTION NO 310 OUTFIT AND UNIFORM ALLOWANCES 1. A Uniform Upkeep Allowance (UUA), free of income tax, will be paid annually to all RAFVR(T) officers who are effectively on strength on 1 April and still in post on 1 July. In exceptional cases, where individuals do not meet these criteria, discretion may be exercised by HQ AC. 2. The allowance is issued automatically in October each year and claims are not required. Notification of issue is made in HQ AC Routine Orders. CHANGE OF RANK ALLOWANCE 3. This allowance is to help compensate for the expense incurred in alterations to issued items of uniform on change of rank only (No: 1 uniform only) and will be proportionate to that issued to Regular Officers. 4. It is not an automatic payment for RAFVR(T) Officers and should be claimed through the claimant s authorising officer (e.g. Wg Ex O, Wg Cdr CCF) from HQ AC (Accounts) in letter or memorandum format. The allowance will only be paid against itemised receipts for re-ranking alterations subject to a maximum amount payable. 5. Where possible parent station tailoring facilities are to be used

111 AIR CADET FINANCE INSTRUCTIONS INSTRUCTION NO 311 MOTOR MILEAGE ALLOWANCE 1. Journeys at Public Expense. The types of journeys which may be undertaken at public expense by adult personnel, with prior approval from the budget holder, are listed at Annex A. 2. Rates. When adult personnel are authorised to use their private vehicles for duty purposes on authorised Air Cadet activities the appropriate rate of Motor Mileage Allowance (MMA) may be paid. Claims are to be made on an Accts Form 1771 (copy in the forms library) as soon after the journey as practicable, however, more than one journey may be claimed on the same form (RAF Form 1771 s may be used until supplies are exhausted). Rates are published by MOD and current rates are periodically published in HQ Cadet Routine Orders/CCF Branch Routine Orders. 3. MMA is not payable from public funds to cadets; nor to a friend, relative or parent who may have driven a cadet to an ACO activity. 4. It is the responsibility of the claimant to possess a valid driving licence and to ensure the vehicle is fit for the purpose, has a current MOT Test Certificate (if required), current Vehicle Road Fund Tax and adequate insurance cover. ECONOMY OF TRAVEL 5. The need for economy in all forms of travel is of paramount importance. Every effort is to be made to keep travelling to the necessary minimum, and to plan journeys with a view to minimising costs. 6. Duty travel is only to be permitted when it is essential to accomplish an authorised task. Authorising officers are to ensure that related journeys are coordinated where possible and that no-one travels unnecessarily. In cases of doubt or where unusual requirements must be met, adult personnel are advised to seek guidance and authority for their journeys before making any financial commitments. 7. Priority must always be given to the most economical means of transport and only when this proves to be totally impractical should more expensive modes be considered. Before personnel are authorised to use their private motor vehicles for duty journeys, the following points must be considered: a. Travel by Public Transport. If travel by private vehicle involves greater expense than would be incurred by public transport, approval is to be refused unless the additional cost can be clearly justified. Travel by rail is normally authorised but where it can be shown that air travel between England, Scotland and Wales is more economical, then this method may be authorised by budget holders using the discounted airfare arrangements via the Services Booking Centre, London or The Travel Cell, RAF Cranwell. For the purpose of comparison with rail travel, the following points should be taken into account: 311-1

112 (1) All MOD warrants may now be exchanged for the full range of fares available to the general public (i.e. by the cheapest available fare). (2) Subsistence allowances, where appropriate, should also be taken into account. b. Availability of Service Transport. If Service transport is available or a Service vehicle is proceeding to the same destination and can be utilised, use of a private vehicle can only be justified in the light of prevention of unacceptable delay or marked inconvenience to the Organisation. c. Fitness for Duty on Arrival. The period of absence is not lengthened by the use of a private motor vehicle and the individual s fitness for duty on arrival is not likely to be impaired. d. Pedal Cycle Allowance. For those personnel who reside close to their detached unit a pedal cycle allowance is available. To claim the Accts Form 1771 should be completed clearly stating that a pedal cycle was the method of transport. AUTHORISATION OF PRIVATE VEHICLES FOR OFFICIAL ACO ACTIVITIES 8. The MOD has a Duty of Care to ensure that all equipment used by personnel is fit for its purpose; this includes privately owned items including motor vehicles. Countersigning Officers (CSOs) must take reasonable steps to ensure that the vehicle is appropriate for the task (i.e. fit for the purpose; properly insured; and that the driver and vehicle comply with current licensing and Road Transport legislation) before personnel are authorised to use a private motor vehicle for officially approved/authorised Air Cadet activities. USE OF PRIVATELY OWNED AIRCRAFT FOR DUTY JOURNEYS 9. In certain circumstances personnel who are in possession of a current civil pilot s licence may be authorised to fly privately owned, hired or borrowed aircraft on approved duty journeys instead of using other means of transport and claim MMA. This applies only to individual travel and not to home-to-duty allowance. The claim will be paid on a notional basis i.e. shortest road distance between home and place of duty. For further details contact the Accounts Officer, HQ AC. CALCULATION OF MILEAGE 10. Where individual travel by a private motor vehicle is permissible, mileage is calculated according to the shortest, most direct route. If a private motor vehicle is used for a journey of which only part of the cost is chargeable to public funds, the amount which would otherwise be payable will be abated accordingly. All mileage will be checked at HQ AC prior to payment, any deviations from the shortest route e.g. diversion, impracticality of route during winter etc should be explained fully on the claim form. PRIVATE CAR RATE (PCR) 11. PCR repayment is based on the average cost of the equivalent journey by public transport to and from the place of duty and may be claimed for the following duty journeys: 311-2

113 a. Journeys which could be undertaken by use of public transport without detriment to the interests of the ACO, but for which the use of a motor vehicle is a reasonable alternative. b. All journeys in company motor vehicles, providing that: (1) The owner of the vehicle (the company) is aware and content that the vehicle is being used for authorised ACO activities. (2) The insurance for the vehicle, either provided by the company or the individual, covers those activities (see para 18 below). (3) The expenses for the journey being claimed for are not also paid by the company, e.g. fuel supplied free or separate claim being made upon the company for the same journey. This would constitute fraud. c. Journeys in which individuals are attending courses of instruction, or to annual camp, subject to any restriction which Comdt AC may from time to time impose. PASSENGER SUPPLEMENT 12. a. For journeys where either rate of repayment is authorised, a supplement is payable for each passenger whose fare would otherwise be paid from public funds. In all cases passengers must be members of the ACO and be named on the claim form. The number of supplements paid may never be more than the legal seating capacity of the vehicle less the driver. Exceeding the legal capacity is an offence and will invalidate the insurance. b. Passenger supplements are not payable in respect of motorcycles or other machines of similar limited carrying capacity. c. When cadets are transported to and from official ACO activities it would normally be expected that the escort would remain with the cadets for the duration of the activity. The cost of one return journey only will therefore be reimbursed. If the escort is not required to remain for the duration of the activity, leaves and returns later to collect the cadets, then that extra journey will be at the escort s own expense. d. Claimants are also reminded that it is an Organisation directive that all members of the ACO who use a private motor vehicle to transport members of the organisation - adults or cadets - to, or around authorised ACO activities, irrespective of whether these activities are publicly or non-publicly funded, are only to carry passengers in those seats fitted with a serviceable seat belt. MISCELLANEOUS EXPENSES 13. Car parking expenses, toll/ferry costs, taxi fares, bus fares and rail fares where a warrant was not issued for legitimate reasons may be claimed on an Accts Form 1771 provided that: a. The use of routes involving such charges is the most economical

114 b. Receipts or tickets are attached to the relevant form. Where receipts are not issued for some toll costs claimants are to state on the Accts Form 1771 the amount paid and certify that no receipt was issued. INSURANCE 14. Adequate Insurance Cover. It is the personal responsibility of an individual using his/her private motor vehicle (para 7 above refers) in respect of authorised Air Cadet activities to ensure that the vehicle insurance policy covers the risks set out below (which, notwithstanding the voluntary nature of the Air Cadet Organisation, will require insurance for occasional business use or as advised by the individual s insurer) and has the following minimum cover: a. Private Car Rate. Personnel using their private motor vehicle and claiming MMA at PCR in respect of authorised Air Cadet Activities are to be insured to a financial limit of not less than 10M against claims in respect of: (1) Bodily injury to or death of third parties. (2) Bodily injury to or death of any passenger. (3) Damage to property of third parties. b. Motorcycles. Personnel using solo motorcycles on authorised Air Cadet activities must be covered by at least third party insurance; it must be fully understood however, that the MOD accepts no responsibility in respect of risks not covered by the insurance policy. 15. Excess Policies. Insurance policies which provide only for cover in excess of a stipulated figure (excess policies), is to be clearly understood that any claim up to that amount will be the responsibility of the user. In no circumstances will public funds bear any payment in this connection. MOD accepts no responsibility in respect of risks not covered by an insurance policy of a member of the Corps. Annexes: A. Journeys at Public Expense

115 Annex A No 311 JOURNEYS AT PUBLIC EXPENSE 1. RAFVR(T) Officers. Certain journeys are required to be made from time to time by an officer regardless of rank or appointment; other authorised journeys relate to the unit or headquarters to which the officer is attached. Payment will only be made where any recognised prior authorisation accompanies the travel claim. The journeys below are accordingly sub-divided into two categories: a. Journeys by RAFVR(T) Officers: (1) Attending MOD/HQ AC approved courses (includes Directing Staff). (2) Attending annual camps (including HQ AC specialist camps). (3) Attending an official conference (limited to two officers per squadron/unit per conference). (4) Attending an investiture. (5) Attending the Central Medical Establishment or Medical Board. (6) Travelling to AEF flying or to gliding units when in charge of cadets. (7) Visiting higher formations, when authorised. (8) Visiting the parent or affiliated station to acquire No 1 Dress and for subsequent alterations (normally limited to two visits per officer). (9) Visiting a parent or affiliated station for liaison duties. (10) Attending station visits approved by HQ AC. (11) Proceeding to the Bisley Inter-Service Cadet Rifle Meeting (ISCRM) and the Cadet Inter-Service Skill at Arms Meeting (CISSAM). (12) Attending the annual Pre-ISCRM or Pre-CISSAM Camp. (13) Acting as the range officer, OIC Butts or Console, Weapon Instructor, Safety Supervisor or Coach for cadet shooting-range training. (14) Carrying arms or ammunition iaw JSP 800. (15) Proceeding to the Regional/Corps/National Aircraft Recognition Competition. (16) Proceeding to the Regional or National Band and Drill Competitions. (17) Proceeding to invigilation duties at Air Cadet examinations. 311-A-1

116 (18) Travelling in connection with Adventure Training. (19) Acting as the Nijmegen Liaison Officer (including preparatory exercises). (20) Acting as an IACE Conducting Officer. (21) IACE Escort Officers and other HQ AC sponsored exchanges (to and from the UK Assembly Point and/or the departure/return airport). (22) Travelling to recover MOD property. (23) Attending Junior Leaders Course training weekends at Directing Staff. (24) Undertaking any special duty with the prior approval of the Wing CO or Wg Ex O. (For a typical example see Note 1 at the end of this Annex). (25) Travelling to Air Squadron Competitions and Air Squadron Days. b. HQ or Unit Authorised Journeys: (1) Regional Staff Officers: all official journeys other than home-to-duty travel. (2) Wing Staff Officers: (a) (b) All official journeys other than home-to-duty. Transporting wing equipment between squadrons. (3) Wing COs: (a) (b) Attending Regional meetings. Attending Wing COs Conventions (Wing CO or deputy only). (c) Visiting annual camps including Windermere/Llanbedr Adventure Training Centres. (d) Visiting their own sqn HQs on official duty (subject to a maximum of 4 per calendar month). (4) Squadron Officers: (a) Sqn OCs - making duty visits to Wing HQ (subject to a maximum of one journey per month, unless extenuating circumstances apply). (b) Making occasional visits to a Detached Flight (as Squadron CO, Adjutant to Supply Officer). (c) (d) Visiting a Detached Flight for instructional purposes. Visiting a neighbouring Squadron. 311-A-2

117 (5) Detached Flight Officer - visiting Squadron Headquarters or another Detached Flight for instructional purposes. (6) Annual Camp - Camp Commandant - on camp running provided that the ACLO of the host station certifies on the claim form that the journeys were essential and that no Service transport was available. (7) Gliding Liaison Officers (Regional and Wing) - Liaison visits to their affiliated VGS. (8) AEF Pilots: (a) (b) Attending annual conventions (normally second-in-command only). Performing a miscellaneous duty (e.g. refuelling) at an AEF. (c) Undergoing initial or periodic medical examination (see AP 1919). (9) Gliding Squadron Instructors: (a) Undergoing initial or periodic medical examination (see AP 1919). (b) Making an official visit to the parent station (normally the Squadron CO only or other personnel with the Squadron COs permission). (c) Making a mid-week visit to the Gliding Squadron for miscellaneous duties. (10) Instructors on Small Arms Training Teams (SATTs): (a) Undergoing RCO, WI or Coaching Training or periodic reassessment. (b) (c) (d) only). Acting as instructor on RCO, WI or Coaching Courses. Visiting a range to carry out four yearly RCO assessments. Making an official visit to the parent station (normally OC SATT (e) Assisting in the Training Evaluation of another SATT in conjunction with HQ AC. (11) Combined Cadet Force: (a) All official CCF related journeys as detailed in paragraph 1 a above. 311-A-3

118 2. WOs and SNCOs. WOs and SNCOs are also required to make certain authorised journeys from time to time, other than their normal home-to-duty travel. a. Journeys by WOs and SNCOs. Irrespective of appointment, WOs and SNCOs qualify for free travel by public transport for the following journeys: (if a private car is used, reimbursement at the appropriate rate may be claimed) (1) Attending MOD/HQ AC approved courses (includes Directing Staff). (2) Attending a commissioning board. (3) Attending annual camps (including specialist camps). (4) Attending an official conference (limited to two personnel per squadron per conference). (5) Attending an investiture. (6) Attending the Central Medical Establishment or Medical Board. (7) Travelling to AEF flying or to the gliding units when in charge of cadets. (8) Visiting higher formations, when authorised. (9) Visiting the parent station to acquire personal scaled WOs/SNCOs uniform. (10) Visiting a parent or affiliated station for liaison duties. (11) Attending station visits approved by HQ AC. (12) Proceeding to the Bisley ISCRM and CISSAM. (13) Attending the annual Pre-ISCRM or Pre-CISSAM Camp. (14) Acting as the range officer, OIC Butts or Console, Weapon Instructor, Safety Supervisor or Coach for cadet shooting-range training. (15) Carrying arms or ammunition. (16) Proceeding to the Regional or Corps Aircraft Recognition Competition. (17) Proceeding to the Regional or National Band and Drill Competitions. (18) Proceeding to invigilation duties at Corps examinations. (19) Travelling in connection with Adventure Training. (20) Acting as the Nijmegen Liaison Officer (including preparatory exercises). (21) Travelling to recover MOD property. 311-A-4

119 (22) Attending Junior Leaders Course training weekends as Directing Staff. (23) Undertaking any special duty with the prior approval of the Wing CO or Wg Ex O (see Note 1 to this Annex). b. Unit Authorised Journeys by WOs and SNCOs: (1) Squadron WOs and SNCOs: (a) Making an occasional visit to a Detached Flight (acting as the Squadron Adjutant or Supply Officer). (b) Visiting a Detached Flight for instructional purposes. (2) Detached Flight WOs and SNCOs - visiting Squadron Headquarters or another Detached Flight for instructional purposes. (3) Gliding Squadron instructors - see para 1b (9) (c) above. (4) Instructors on SATTs see para 1b (10). 3. Air Cadet Civilian Instructors (CIs). Air Cadet Registered CIs are similarly required to make certain journeys other than their normal home-to-duty travel: a. Journeys by CIs. All Air Cadet Registered CIs qualify for free travel by public transport or reimbursement at the appropriate rate per mile if a private car is used, for the following journeys: (1) Attending MOD/HQ AC approved courses (including Directing Staff). (2) Attending a commissioning board. (3) Attending annual camps (including specialist camps). (4) Attending an investiture. (5) Attending the Central Medical Establishment or Medical Board. (6) Travelling to AEF flying or to the gliding units when in charge of cadets. (7) Visiting higher formations, when authorised. (8) Proceeding to the Bisley ISCRM and CISSAM. (9) Attending the annual Pre-ISCRM or PRE-CISSAM Camp. (10) Acting as the range officer, OIC Butts or Console, Weapon Instructor, Safety Supervisor or Coach for the cadet shooting-range training. (11) Carrying arms or ammunition. (12) Proceeding to the Regional or Corps Aircraft Recognition Competition. 311-A-5

120 (13) Proceeding to the Regional or Corps Band and Drill Competitions. (14) Travelling in connection with Adventure Training. (15) Travelling to recover MOD property. (16) Undertaking any special duty with the prior approval of the Wing CO or Wg Ex O (see Note 1 to this Annex). b. Other Journeys by CIs: (1) Squadron CIs - visiting a Detached Flight for instructional purposes. (2) Detached Flight CIs - visiting the Squadron Headquarters or another detached flight for instructional purposes. (3) Unattached CIs - visiting the Squadron Headquarters or Detached Flight in the vicinity as required, for instructional purposes. (4) Gliding Squadron instructors - see para 1b(7)c above. 4. Chaplains. Honorary ATC Chaplains qualify for free travel by pubic transport, or reimbursement at the appropriate rate per mile if a private car is used, for certain journeys other than their normal home-to-duty travel. These journeys are listed by appointment below: a. All Chaplains: (1) Attending an investiture. (2) Attending courses approved by HQ AC including those held at Amport House, the Air Cadets Adult Training Facility, RAF Cranwell and training courses held under Regional and Wing auspices. (3) When carrying out necessary visits to ATC Squadrons, Wing and Regional HQs, and other places in connection with a Chaplain s ATC duties. (4) When attending annual camp. b. Corps Chaplain/Chairman of the Chaplains Committee: (1) Travelling in order to attend meetings of the Air Cadet Council and the Air Cadet Council Steering Group. (2) Attending Conferences and meetings approved by HQ AC (e.g. meetings with Regional Chaplains and their Wing Chaplains, Annual ATC Convention, visiting heads of Christian Churches and Leaders of Other Faiths) and whenever representing the Chaplaincy Service. 311-A-6

121 c. Regional and Wing Chaplains: (1) Attending conferences and meetings. (2) Attending annual camp (the limit being one Regional or Wing Chaplain at any one time). (3) Travelling in order to perform special activities approved by HQ AC (e.g. attending meetings of religious bodies on questions dealing with youth or Regional Chaplains visiting heads of churches or faiths). (4) Visiting Squadrons to discuss Chaplaincy problems and the induction of a new Chaplain. (5) Visiting Squadrons to advise on relations with local religious bodies. d. Squadron Chaplains: (1) Attending a Wing Conference to discuss chaplaincy problems (the limit being one journey per Squadron Chaplain in any one year). 5. Cadets. Free travel or a limited refund of travel costs by public transport (there is no entitlement for motor mileage allowance) for a cadet may be permitted when authorised to undertake journeys as follows: a. Attending courses approved by HQ AC (including Qualified Junior Leaders acting as Directing Staff on the Junior Leaders Course). b. Attending an investiture. c. Making pre-entry visits to RAF ground training schools. d. Attending part-time gliding squadrons for proficiency and continuation training up to a stipulated maximum FI 316 refers. e. Overseas Flights. Travelling to and from RAF stations of departure and return. f. Participation in the IACE (including UK Conducting Cadets) and other HQ AC sponsored exchanges (to and from the UK Assembly Point and/or the departure/return airport. 6. Members of Committees. Members of a Squadron Committee may be entitled to free travel by public transport or reimbursement at the appropriate rate per mile if a private car is used, in the following instances: a. Committee Members: (1) Attending an official conference (subject to a limit of two members from each committee per conference). 311-A-7

122 (2) Attending Committee Meetings (other than those connected with sport) at Wing/Region level. Squadron meetings do not attract public support although representation at higher formation is admissible subject to a limit of two members from each Committee. (3) Attending an investiture. (4) Undertaking a special duty with the prior approval of the Wing Commanding Officer or Regional Commandant. (See note at the end of the Section). (5) When carrying out necessary visits to ATC Squadrons, (other than their own), Wing and Regional HQs. b. Regional Chairmen: (1) Attending the annual Wing COs Convention. (2) Attending meetings of the Air Cadet Council. c. Wing Chairmen: (1) Attending Squadron Commanders meetings. (2) Attending Squadron HQs to resolve Squadron disputes. 7. Miscellaneous Qualifying Journeys. Free travel or the refund of travel costs will be admissible in respect of: a. Relatives of Officers, WOs, SNCOs, CIs, Chaplains, Cadets or Committee Members officially invited to attend an investiture, if the award is posthumous. b. Guests of Officers, WOs, SNCOs, CIs, Chaplains, Cadets or Members of Squadron Committees at investitures, where an official invitation has been issued to the guests by HQ AC. c. Candidates for attending Selection and Medical Boards for a Commission. d. Applicants for Civilian Gliding Instructor posts at Volunteer Gliding Squadrons attending initial gliding medical examinations. NOTES: 1. Special Journeys. Typical examples of the kind of journeys which may be authorised by a Wing CO or Wg Ex O are: a. The visit of an officer, WO, SNCO or CI to a neighbouring Squadron to study instruction technique in particular subjects. b. The journey of an officer to Wing HQ to discuss questions of training or training equipment. 311-A-8

123 c. The visit of a member of a Squadron Committee to a neighbouring district to stimulate the formation of Squadrons in that district. d. Appointment as Team Manager for Corps, Region or Wing Sports Teams. 2. Sports Travel: a. Eligibility to claim travel allowances for sports travel may be summarised as: Level of Competition/Other Sports Duties Personnel Eligible to Claim Travel Expenses Inter-Squadron (Wing) 7 Corps Sports only Wing Sports Officers Inter-Wing (Regional)/Inter-Region (Corps) - 7 Corps Sports only Regional Sports Officers/Deputy Sports Officers One team manager per team Adult Discipline (if appointed) Regional Sports Committee Meetings Wing Sports Officers ATC Sports Council Meetings Regional Sports Officers/Deputy Sports Officers b. All claims are to be marked clearly with the Officer s/wo s/snco s appointment. c. Claims from public funds from other personnel for attendance at Inter-Squadron sports events are not admissible and all travel costs are to be met from Wing or Squadron welfare funds. 311-A-9

124 3. Swimming Training: a. Travel claims for swimming training are not admissible for payment from public funds with the exception of those associated with the Swimming Competence Certificates for Air Cadets (Basic, Intermediate and Advanced). b. All claims in respect of these two activities should therefore be annotated accordingly. c. All other travel claims for travel expenses for swimming duties should be submitted to HQ AC, Accounts on Form GPF 1 for payment from the ATC General Purpose Fund (FI 301 refers), or to Region/Wing or Squadron for payment from the Sports and Welfare Funds as appropriate. 4. Radio - Travel Costs: a. Travel costs in respect of the Air Cadet Amateur Radio Society may be refunded from non-public funds (i.e. ATC General Purpose Fund, Region/Wing/Squadron Sports and Welfare Funds as appropriate). b. Other radio/communication training as part of the Air Cadet Training Syllabus and therefore travel costs in respect of this activity may be paid from public funds and claimed on Accts Form 1771 or HQ AC Accts Form 1 as applicable. 5. Attendance at Royal Garden Parties. Travel costs to Royal Garden Parties are not admissible from public funds. 6. Dining-in Nights. Travel costs to and from dining-in nights etc are not admissible from public funds. 7. Motor Mileage Allowance - Cadets. There is no entitlement to a motor mileage allowance for cadets or their parents/relatives/friends. 311-A-10

125 GENERAL AIR CADET FINANCE INSTRUCTIONS INSTRUCTION NO 312 HOME-TO-DUTY ALLOWANCE 1. Home-to-Duty (HTD) travel is a non-taxable allowance, which provides assistance with the cost of travel from an adult ACO member s home to place of duty (see paragraphs 8, 9 and 10 for eligibility to claim). With the exception of AEF and VGS personnel, claims should be made on RAF Form 7101 Home to Duty travel Claim (copy in the forms library). HTD claim procedures for AEF and VGS personnel are at Finance Instruction (FI) 316 and 317 respectively, although the general rules laid down in this Instruction refer equally to those personnel. 2. Assessment of Mileage. Mileage between an applicant s residence and place of duty is normally to be calculated by the most direct route i.e. the shortest distance. Where, however, an alternative route is showing to achieve a significant reduction in journey time (e.g. by using a motorway or bypass), a greater mileage may be allowed. It should also be noted that: a. Where a claimant drives/cycles past the perimeter of his place of duty, mileage to the parking area normally used will be permitted. b. No diversion may be claimed for picking up or setting down passengers. c. The claimant is the driver of the vehicle. d. Where the distance of a single journey is not a whole mile, HTD mileage is to be calculated on the basis of the next whole mile when it exceeds 0.5 (e.g. if the actual journey is 3.5 miles, HTD may be claimed at 4 miles). 3. Rate of Motor Mileage Allowance (MMA). The allowance is to be paid at Private Car Rate (PCR) of MMA plus Passenger Supplement for adult members of the ACO only. Passengers must be named on the claim form. 4. Refund of Public Transport Fares. Refund of public transport fares is permitted (including refund of rail fares for which a warrant has not been issued) subject to proof of cost. A receipt is to be attached to the claim form. Such reimbursement is limited to the cost of the maximum MMA at PCR that would be admissible if a Private Motor Vehicle were used for that journey. 5. Car Parking/Tolls/Ferries/Congestion Charges. Car parking fees and toll/ferry costs necessarily incurred by the driver of a private vehicle may be refunded, subject to proof of cost. A receipt is to be attached to the claim form, where receipts are not issued a statement by the claimant to verify costs is to be appended. Any claimants driving to units in London by private car (as opposed to travelling by public transport), and claiming refunds of any car parking fees incurred at the place of duty should obtain the prior permission of Accounts Officer, HQ AC. In such cases reimbursement will be restricted to a maximum of the cheapest form of public transport. Congestion charges can not be refunded as an element of HTD

126 6. Change in Method of Travel/Address or Place of Duty. Any changes to the claimant s method of travel, home address or place of duty must be notified to HQ AC (Accounts) together with the new mileage using HQ AC Accts Form 7101B Change of Address/Mileage and Unit Notification (a copy can be found in the forms library). 7. Attendance at More than One Duty Unit: a. Personnel wishing to claim for HTD travel for the performance of duties other than at their primary duty unit, e.g. a Squadron Officer attending a Detached Flight (DF) or a CCF Detachment, may do so only if the secondary duty is authorised by the issue of a Movement Notice from HQ AC (Personnel Section). Application should be made through Wing HQ/Sqn Ldr CCF. b. The maximum number of claimable journeys will remain at 9 return journeys per calendar month in total. It is not admissible to claim for 9 journeys to the Squadron HQ and a further 9 to the DF/CCF Detachment. ELIGIBILITY 8. Squadron Personnel: a. Squadron personnel who qualify for the repayment of travel costs on a regular HTD basis are RAFVR(T) Officers, WOs, SNCOs, Civilian Instructors and Honorary Chaplains. b. Each individual will be refunded the cost of necessary travel between their normal place of residence and their Squadron or Detached Flight Headquarters for attendance at scheduled parade evenings where cadets are present, subject to a maximum number of 9 return journeys per calendar month, one of which may be a weekend Church Parade, up to a maximum of 60 miles return journey. A scheduled parade evening is defined as the regular weekly or bi-weekly parades authorised by Wing HQ to which Cadets attend on a regular basis for authorised training activities. Parade nights when electricity/water/gas etc may be consumed at public expense are restricted to 2 evenings per week. c. Claims for journeys to the Sqn/DF premises to, for example, allow utility company representatives access, or for security reasons, are not admissible as HTD. d. Claims for Band practice parades, if not held on a scheduled parade night are admissible, whether held on a weekday evening or at a weekend. The Sqn attendance record must clearly show which night or weekend parade is dedicated to the band practice. The maximum number of claimable journeys will remain at 9 journeys per calendar month. e. The attention of Sqn/DF OCs is drawn to AP It is essential that legible Attendance Records are maintained for both adult staff and cadets. The records may be requested by HQ AC at any time to verify attendance and payment of claims may be unduly delayed if not immediately available

127 f. Claims are admissible as follows: 9. CCF Personnel: (1) By public transport - see para 4 above. (2) By Private Motor Vehicles - MMA may be paid at PCR to a maximum of 60 miles per return journey. (3) For passengers - Passenger Supplement may be claimed in accordance with current regulations for adult members of the Corps only, who must be named on the claim form. See para 2b above. (4) The attendance of Civilian Instructors (CIs) on duty at any one parade night and reimbursement of expenses on any one occasion is limited to the number provided on the basic establishment. It has been noted that occasionally OCs Sqn/DFs use the actual strength of CIs within their units and disregard the CI limit set by the Establishment Scale laid down in ACP 20B ACAI 101. It is emphasised that it is the establishment number that is admissible and not the strength number of CIs on the unit. Claims must therefore be made in accordance with ACP 20B ACAI 101 and submitted under cover of HQ AC Accts Form 10 Home to Duty Travel claims Civilian Instructors (a copy is at the forms library). (5) Claims are to be submitted in six-monthly intervals in accordance with Annex A, no later than 3 weeks after the last day of the month quoted. a. CCF personnel who qualify for the repayment of travel costs on a regular HTD basis are RAFVR(T) Officers who are not school employees. b. Each individual will be refunded the cost of necessary travel between their normal place of residence and their Contingent for attendance at scheduled parade evenings where cadets are present, subject to 1 return journey per week up to a maximum of 5 return journeys per calendar month, up to a maximum of 60 miles return journey. A scheduled parade evening is defined as a regular weekly parade authorised by HQ AC to which Cadets attend on a regular basis for authorised training activities. c. Claims for journeys to the unit premises to, for example, collect mail are not admissible for HTD. d. Claims for Band practice parades, if not held on a scheduled parade night are admissible, whether held on a weekday evening or weekend. The unit attendance record must clearly show which night or weekend parade is dedicated to the band practice. The maximum number of claimable journeys will remain at 5 journeys per calendar month. e. It is essential that legible Attendance Records are maintained for both adult staff and cadets. The records may be requested by HQ AC at any time to verify attendance and payment of claims may be unduly delayed if not immediately available

128 f. Claims are admissible as follows: (1) By public transport see para 4 above. (2) By Private Motor Vehicles MMA may be paid at PCR to a maximum of 60 miles per return journey. (3) For passengers Passenger Supplement may be claimed in accordance with current regulations for adult members of the Corps only, who must be named on the claim form. (4) Claims are to be submitted in quarterly intervals. 10. Regional and Wing Staff. HTD allowance is not admissible for Regional and Wing staff with the exception of Wing COs who may claim for one journey per week only, unlimited mileage, to their Squadrons during a parade night on RAF Form 7101, subject to attendance for a reasonable period of time. However, these officers may claim for journeys on official business between their normal place of residence and their place of duty (except for parade nights) under the terms of individual travel using an Accts Form 1771 (FI 311 refers). Annex: A. Timetable for Submission of Squadron Home-to-Duty Claims

129 Annex A No 312 TIMETABLE FOR SUBMISSION OF SQUADRON HOME-TO-DUTY CLAIMS Home-to-Duty claims are to be SUBMITTED AT SIX-MONTHLY intervals up to and including the last day of the month shown: Submission Period Wing Claim Period End 1 Highland Kent North East Scotland No 2 Welsh Plymouth & Cornwall South East Scotland West Scotland July January 2 Beds & Cambs Cumbria & North Lancs East Lancs Merseyside South & East Midlands August February 3 Devon & Somerset Dorset & Wilts Durham/Northumberland No 3 Welsh South & West Yorkshire Surrey West Mercian September March 4 Central & East Yorks Herts & Bucks London Norfolk & Suffolk Staffordshire Thames Valley October April 5 Hants & IOW No 1 Welsh Trent Warwick & Birmingham November May 312-A-1

130 Submission Period Wing Claim Period End 6 Bristol & Gloucestershire East Cheshire & South Manchester Middlesex Northern Ireland Sussex Essex December June 312-A-2

131 AIR CADET FINANCE INSTRUCTIONS INSTRUCTION NO 313 SUBSISTENCE ALLOWANCE 1. Subsistence Allowance for Individual Travel. Subsistence allowance may be paid to ACO adult personnel in respect of the cost of food and accommodation incurred during absences from home or normal place of duty of over 5 hours when rations and accommodation cannot be provided from Service sources. Claims should be made on Accts Form 1771, a specimen of which is at Annex A to FI 311 (RAF F1771 s may be used until supplies are exhausted). 2. Subsistence Allowance for Collective Travel. Subsistence allowance is never admissible for: a. Collective travel to or from annual camp, adventure training and any other activities involving unit travel for cadets or ACO adults. b. Home to duty journeys. c. Any period of attendance at a course or annual camp except where rations and accommodation cannot be provided from Service sources. (Courses of instruction where service rations and accommodation cannot be provided are not to be arranged without HQ AC authority). 3. Daily Rate of Subsistence Allowance (DRSA) (Travelling time only). a. DRSA is payable to personnel travelling on duty when a meal or meals are purchased. The qualifying journey must last more than 5 hours or 10 hours by the shortest available route and be completed on the day of departure, or before 0300 hrs on the following day. There are two rates for over 5 and over 10 hours travelling time. b. DRSA is not issued to personnel who are fed without charge at the station visited. 4. Nightly Rate of Subsistence Allowance (NRSA). a. Every effort should be made to use any Service accommodation in the area of temporary detached duty. b. Where is has not been possible to use Service messing and accommodation facilities locally whilst on detached duty and with prior approval hotel accommodation is used then NRSA is admissible. Bookings are to be made through the Defence Hotel Reservation Service (DHRS) via Region, Wing, Wg Cdr CCF, Gliding Squadron or Air Experience Flight Commander. c. NRSA is paid to meet the necessary extra costs of hotel accommodation, meals (excluding alcoholic beverages) and local travel whilst on official detached duty (except as mentioned at para 2 above) and covers a period of 24 hours plus any additional period not reckonable for DRSA. NRSA contains three 313-1

132 elements: Bed and Breakfast (B&B) allowance, Essential Expenses (EE) allowance and a Personal Incidental Expenses (PIE) or Mess Incidental Expenses (MIE) allowance. The latter three are flat rate allowances. d. If DHRS is unable to offer accommodation at a chosen location, individuals will be invited to make their own arrangements. A non-availability reference number will be provided which must be quoted on the subsequent claim form. e. Rates of NRSA. The following rates apply: (1) When hotel accommodation for official purposes has been booked through the DHRS - actual B&B costs will be reimbursed up to a limit (published in Cadet Routine Orders/CCF Branch Routine Orders). The DHRS reference number must be quoted on the claim form. (2) Where personnel choose not to use the DHRS actual B&B costs up to a ceiling will be paid. These rates are published in Cadet Routine Orders. Personnel should note that if they have preferred commercial accommodation at the area they are visiting this can be specified at the time of booking. f. Cancellations/No shows. In the event of a cancellation of a booking DHRS is to be notified immediately whereupon a cancellation reference number will be issued and, providing personnel are in possession of this number and the minimum period of cancellation notice has been given, charges will not be raised. However, if this minimum period of cancellation has not been met, individuals may be charged. If personnel fail to honour a booking and have not notified DHRS they will be liable to any cancellation fee. g. Sleeping Berths. Claims for a refund of the cost of a sleeping berth during a journey by public transport may also be made on an Accts Form When overnight travel by train or ship is necessary, the actual cost of a sleeping berth may be refunded if a receipt is attached to the claim form and the form bears either of the certificates shown below. If a claimant is also entitled to NRSA, this rate will be reduced by half. By Ship I certify that on I necessarily travelled at night by ferry from to and, as sleeping accommodation was not provided free by the ferry company, I paid for a sleeping berth. By Rail I certify that on accommodation. I travelled by sleeping car on the railway from to and that I paid for the 313-2

133 5. Essential Expenses (EE). EE provides for reimbursement of additional expenditure incurred for lunch, dinner and travel. It is payable as a flat rate to personnel in conjunction with NRSA. 6. Personal Incidental Expenses (PIE) allowance. This allowance is intended to contribute to the costs of additional expenditure incurred by personnel when staying in hotel accommodation on detached duty and covers items such as a newspaper, telephone call and laundry. It is admissible for each full period of 24 hours when NRSA is authorised but is not payable in conjunction with DRSA. 7. Mess Incidental Expenses (MIE) allowance. Similarly, MIE is designed to contribute to the average costs incurred for a newspaper, telephone call and any additional charges incurred when accommodated in Service single accommodation when on detached duty for each 24 hour period. 8. Privately Arranged Rate (PAR). PAR is only payable when there is no Service accommodation available and NRSA would normally be claimed. As an alternative to using hotel accommodation, personnel have the option, where this is more convenient, to make private arrangements to stay with relatives or friends. The full rate of NRSA is not payable in such circumstances but PAR may be claimed instead, plus PIE, per 24-hour period. 9. Subsistence Allowance for Candidates for Commissions. Candidates for commissions who attend selection and/or medical boards are not entitled to subsistence allowance. When an overnight stop is unavoidable, however, subsistence may be allowed in exceptional circumstances at the discretion of the Chain of Command. 10. AEF and VGS Personnel. RAFVR(T) officers commissioned for service as pilots with AEFs and VGSs, WOs, SNCOs ATC and Civilian Gliding Instructors (CGIs) serving with the Gliding Squadrons may claim a Daily Expense Allowance (DEA) for each occasion on which they attend their normal place of duty. Full details are contained in FI 316 (AEF personnel) and FI 317 (VGS personnel). 11. Claims Procedure. a. Claims for refunds of travel costs, subsistence allowance and miscellaneous expenses etc for entitled duty journeys are to be made on Accts Form 1771, a specimen of which is at Annex A to FI 311. Claims should be made as soon as possible after the duty. b. All claims must be supported by receipts for messing and accommodation charges or extraordinary expenses where applicable and any DRHS booking or nonavailability reference number must be quoted on the claim. c. In all cases where an allowance covering 24 hours or over is claimed, e.g. PIE, MIE or PAR, it is essential that timings of the start and end of the duty are shown on the claim form. The duty is deemed to have begun at the time the individual leaves home (or normal place of duty) and ends at the time of return to that location. Forms will be returned to the claimant if this information is not supplied

134 AIR CADET FINANCE INSTRUCTIONS INSTRUCTION No 314 AIR CADET CHAPLAINS ATTENDANCE ALLOWANCE AND EXPENSES ATTENDANCE ALLOWANCE GENERAL 1. Eligibility to Receive Attendance Allowance: a. This instruction is relevant to Air Cadet Chaplains appointed in accordance with the arrangements details in AP1919, Chapter 7 and ACP 20B, AI 232. b. Air Cadet Chaplain attendance with the Air Training Corps is voluntary, local and part time. Attendance is unpaid, except when required to attend annual camps, authorised courses of instruction, authorised single day activities or events otherwise specified by HQ AC. A list of authorised paid activities is at Annex A. c. There is no automatic entitlement to receive attendance allowance for any specific ATC activity. No commitments regarding payment are to be promised or implied unless the duty is strictly within the terms of this instruction and as listed. In all other circumstances the prior approval of HQ AC (Accounts Officer) is to be obtained, and it should be noted that retrospective approval will not be given. d. Air Cadet Chaplains are to plan approved activities strictly within the 28 days per financial year limitation. 2. Submission of Claims: a. All claims for attendance allowance are to be made on MOD Form 382 (copy at the forms library) which should be submitted promptly after the completion of the activity. Only claims in respect of attendance allowance are to be submitted on MOD Form 382; associated Travel & Subsistence is to be claimed separately on Accts Form 1771 (see para 19). b. The completed and countersigned MOD Form 382 must be sent to HQ AC Accounts Officer, RAF Cranwell, Sleaford, Lincs, NG34 8HB for authorisation and onward transmission to MOD Expenses & Fees, Bath for payment. c. The individual making the claim is to sign the form on every occasion. Dispensation will be granted for claimants who are unable to sign due to a disability, on receipt of a written request from the individuals higher authority e.g. Wg Ex O. d. Forms should be legible and the nature of duty should be fully explained in all cases. Any errors should be corrected by a single line through the mistake, initialling the changes and should not include use of any correction fluid

135 3. Submission of Belated Claims: a. Arrears of remuneration may only be paid where entitlement can be established without doubt and where it can be proved by reference to accounts or other documents that payment has not already been made. b. Claims over 6 years old are deemed to have been forfeited. c. Claims up to 3 years in arrears may be processed by HQ AC (Accounts) provided the claim has been verified in accordance with para 3a above and has the Budget Holders approval. d. Before payment of claims in excess of 3 years can be processed, approval must be obtained from higher authority, through HQ AC (Accounts). The following information must be submitted: (1) Details of the specific action that has been taken to establish beyond doubt that the claim has not been paid previously. (2) A statement from the claimant that he/she has been interviewed by a superior Officer as to the reasons for late submission. (3) Evaluation of the claim at the rates applicable at the relevant time and confirmation that the claim is correct for payment, other than its belatedness. e. It is emphasised that belated claims cannot be processed until the procedure detailed at sub-para d above has been completed and that ultimate approval cannot be assumed. 4. Countersignature of Attendance Allowance Claims. It is a Countersigning Officer s responsibility to ensure that, as far as is reasonably practicable, all claims which are approved are valid and in accordance with current regulations. Where the validity of a claim is suspected it should not be signed until a satisfactory answer has been given. All claims must be countersigned at Part 2 before their submission to HQ AC (Accounts), RAF Cranwell, Sleaford, Lincs, NG34 8HB, as follows: a. Squadron Chaplains. Claims on MOD Form 382 are to be countersigned at part 2 of the form by the Wing CO, unless he/she has delegated authority to the Wd Ex O. Air Cadet Chaplain claims for camp duties are to be countersigned by the Camp Commandant. All other Air Cadet Chaplains claims are to be countersigned as follows: (1) HQ AC for duties and courses organised by HQ AC (to be submitted to the organising Branch). (2) Assistant Regional Commandant - for duties and courses organised by the Regional HQ. b. Wing Chaplains. All claims are to be countersigned by the Wing CO at Part 2 of the MOD Form 382, unless he/she has delegated authority to the Wg Ex O. c. Regional Chaplains. All claims are to be countersigned by the Regional Commandant at Part 2 of the MOD Form 382, unless 314-2

136 he/she has delegated authority to the Assistant Regional Commandant. d. Corps Chaplain. All claims are to be countersigned by Commandant AC at Part 2 of the MOD Form 382 e. Notes: (1) It is a serious offence to make or conspire in making any false statement on a claim or to withhold any information relevant to the claim. Such an offence could lead to disciplinary action, which in turn could lead to dismissal from the Corps. (2) Current payment regulations require that the name of the countersigning Officer is printed in capitals on the claim form. (3) It is contrary to MOD cash accounting regulations for the spouse/partner/relative of any claimant to have any part of the processing of claims. OCs/Authorised signatories may not, therefore, countersign claims made by their spouse/partner/relative and these claims must be countersigned by an independent Officer. (4) Countersigning Officers - Authorised Deputies. In all cases in the event of the absence of the authorised countersigning Officer, HQ AC (Accounts) is to be notified in writing of the authorised deputy and the effective dates. 5. Method of Payment of Claims. It is a requirement of current MOD regulations that all personnel in receipt of allowances are paid direct to a bank account using the Bankers Automated Credit System (BACS). As Air Cadet Chaplains claims are paid by the MOD People Pay & Pensions Agency it is imperative that correct, extant Bank details are included on all claims. 6. No Air Cadet Chaplain may receive remuneration for more than 28 days in any one financial year (1 Apr - 31 Mar), except in exceptional circumstances authorised in advance by Commandant AC. 7. Continuous Duty. When eligible to receive attendance allowance, one sessional payment will be issued for a period of continuous duty of 4 hours or more (including reasonable travelling time). For periods in excess of 24 hours, sessional rates will be issued for each day (midnight to midnight) when the Air Cadet Chaplain is required to attend for 4 hours duty or more. 8. Rates: a. Air Cadet Chaplains attendance allowance will be paid at the sessional rate directed by MOD and detailed in Defence Instruction & Notice 2008DIN01-238; limited to four hours maximum per day as authorised by the Air Cadet Management Board. The rate is directly related to the Civil Service C2 minimum and will be increased in line with any increase in the C2 pay rate. Current rates are periodically published in HQ Air Cadet Routine Orders

137 b. Attendance allowance rates generally change on 1 Aug of each year. To simplify staff work and expedite the process of payment, where a duty falls each side of this date, claimants should submit two separate claim forms for the dates each side of the effective date as opposed to one form for the entire duty. 9. Deductions. Deductions for Income Tax and National Insurance Contributions will not be deducted at source. Attendance allowance is paid as a sessional rate. Reporting earnings to HM Revenue and Customs is an individual responsibility through personal income tax returns. REMUNERATION AND OTHER AWARDS 10. General. The following regulations are to be read in conjunction with the medical procedures outlined in AP 1919, Chapter 6 and it is vital that accidents and claims are reported immediately in accordance with ACP 20B, AI 202. In the interests of members of the ATC who may be entitled to make claims, units are to ensure that a careful record is kept of all accidents or incidents which might be regarded as attributable to or aggravated by conditions of service in or with the ATC, even when there seems to be no likelihood of an immediate claim to such benefit. In particular, signed statements should be obtained whenever possible from the injured person and from independent witnesses. 11. Certified Sick Leave. Air Cadet Chaplains are forbidden from carrying out duties of any kind if they are on certified sick leave from their employer as applicable (see also AP 1919, Chapter 12). 12. Reporting of Accidents and Claims. These should be reported in accordance with ACP 20B, AI Third Party Compensation Claims. General compensation for personal injury or death may be payable in one of the following ways: a. By MOD on a legal liability basis at law. b. By the ATC insurers where the no-fault compensation scheme applies. Such claims are dealt with by MOD DC&L (F&S) Claims who will administer any claim for an accident arising out of any authorised ATC activity (AP 1919, Chapter 12 refers). INDIVIDUAL TRAVEL 14. ATC Chaplains may claim allowances or expenses on the occasions laid down in FI 311, Annex A. 15. ATC Chaplains qualify for free travel by public transport or reimbursement at the appropriate rate per mile if a private car is used, for certain duty journeys other than their normal home-to-duty travel. These journeys are listed in FI 311, Annex A. 16. Travel to all ATC activities should, wherever possible, be by public transport, preferably rail transport. A rail ticket can be obtained via the Wing HQs utilising the extant defence travel policy. The class of rail travel is normally standard-class unless the chaplain is accompanying an officer/individual who is entitled to first class travel, in which case the chaplain may also travel first class

138 17. If public transport facilities are not available or their use is impracticable or not cost effective a chaplain may use his private car to travel to ATC activities and claim Motor Mileage Allowance (MMA) at Private Car Rate (PCR). Additionally, a Passenger Supplement is payable in respect of official adult passengers who must be named on the claim form. 18. Chaplains are authorised to use their private car and claim full mileage at PCR plus Passenger Supplement to and from annual camp. If required the chaplain s car may be used for on-camp running and MMA at PCR plus Passenger Supplement may be claimed. However, the claim form must be certified by the Air Cadet Liaison Officer (ACLO) that no service transport was available. 19. Claims should be made on an Accts Form 1771 following the procedures laid down in FI 311. HOME-TO-DUTY TRAVEL 20. Squadron Chaplains travelling between their home and squadron headquarters may claim the MMA at PCR plus a Passenger Supplement for adult members of the Corps only, who must be named on the claim form. Claims should be made on an Accts Form 7101 at six monthly intervals in accordance with FI Regional and Wing Chaplains may claim the Private Car Rate when engaged on Wing or Regional duties. SUBSISTENCE ALLOWANCE 22. Chaplains may claim Subsistence Allowance for the cost of food and accommodation when they attend authorised conferences, courses, and parades where service accommodation and messing cannot be provided at public expense. Claims should be made on an Accts Form 1771 following the procedures laid down in FI 313. Where overnight duties are undertaken and service messes are used, chaplains will be charged for messing when in receipt of attendance allowance and this can not be reimbursed from public funds. LOCUM TENENS EXPENSES 23. All chaplains may claim refund of the actual expenses incurred in providing for a Locum Tenens, whilst they are away on official ATC duty such as annual camp, Regional or Wing conferences or authorised courses of instruction. Claims should be made using the MOD Form 382 (Part 3B) attaching receipts or a statement detailing incurred expenditure. REFUND OF EXPENDITURE ADMINISTRATIVE EXPENSES 24. Within the limits set at FI 318, Regional and Wing Chaplains may claim a refund of actual expenditure incurred on postage, telephone calls and printing and stationery in connection with their ATC activities. Claims should be made on an Accts Form 6 at six-monthly intervals, FI 318, Annex B refers

139 ASSISTANT CHAPLAINS 25. Assistant squadron chaplains may be entitled to the same allowances as squadron chaplains provided both the squadron chaplain and the assistant chaplain do not claim or receive allowance for ATC duty at the same time and place. SUBMISSION OF CLAIMS 26. All claims must be supported by receipts where appropriate and should be submitted as soon as possible after the duty has taken place, in accordance with the instructions set out in FI 309. Annexes: A. Air Cadet Chaplains - Activities Admissible for payment of attendance allowance

140 Annex A No 314 ACTIVITIES ADMISSIBLE FOR PAYMENT OF ATTENDANCE ALLOWANCE AIR CADET CHAPLAINS 1. Courses of Instruction for Adults Authorised by MOD: a. Wing basic induction course on appointment (1 day). b. Wing Training days (1 day). 2. HQ AC, Region and Wing Duties: a. Air Cadet Chaplains Convention Amport House (Max 3 days). b. Corps Chaplains Committee meeting (2 days). c. Regional Meeting with Corps Chaplain (1 day). d. ATC Sunday Parades (1 day). e. Corps Chaplain duties unlimited as required (individually authorised by Comdt AC). 3. Annual Camps: a. Chaplains duties at one-week Annual Camp (7 days). 4. Other Occasions When Payment May be Authorised: a. The ATC Convention. b. Regional Conferences - nature of Conference must be specified. c. Wing Conferences - nature of Conference must be specified. d. Regional Meetings - nature of Meeting must be specified. e. Wing Meetings - nature of Meeting must be specified. 5. This list is not fully exhaustive and it is therefore important that when exceptional duties, or those not mentioned above, are carried out that the authority reference letter is quoted on the MOD Form 382 when claiming. Advice on exceptional duties should be sought from the Accounts Officer; HQ AC. Failure to do so may result in the claim form being returned to the applicant, where the activity is not readily recognised as a duty eligible for payment. 314-A-1

141 INDIVIDUAL TRAVEL AIR CADET FINANCE INSTRUCTIONS INSTRUCTION No 315 AIR TRAINING CORPS CIVILIAN MEMBERS ALLOWANCES AND EXPENSES 1. Members of Civilian Committees may be entitled, with the budget holders approval, to free travel by public transport or reimbursement at the appropriate rate per mile if a private car is used, for certain duty journeys. These journeys are listed in FI 311 at Annex A. 2. Travel to all ATC activities should, wherever possible, be by public transport, preferably rail transport. A railway warrant for the journey will be issued by the Wing/ Regional HQs which should then be exchanged for a ticket at the station of departure. 3. If public transport facilities are not available or their use is impracticable or not cost effective, a committee member may use his private car to travel to ATC activities and claim Motor Mileage Allowance (MMA) at Private Car Rate (PCR). 4. Additionally, a Passenger Supplement is payable in respect of official adult passengers who must be named on the claim form. 5. Claims should be made on an Accts Form 1771 (copy in the forms library) following the procedures laid down in FI 311. SUBSISTENCE ALLOWANCE 6. Civilian Committee members may claim Subsistence Allowance at daily (DRSA) or nightly rates (NRSA) where applicable for the cost of food and accommodation when attending authorised conferences, meetings etc, if expenses are incurred. Claims should be made on an Accts Form 1771 following the procedures laid down in FI 313. SUBMISSION OF CLAIMS 7. All claims must be supported by receipts where appropriate and should be submitted as soon as possible after the duty has taken place, in accordance with the instructions set out in the General Notes at FI

142 TRAVEL AIR CADET FINANCE INSTRUCTIONS INSTRUCTION NO 316 VOLUNTEER GLIDING SQUADRON PERSONNEL ALLOWANCES AND EXPENSES 1. Travel costs may be refunded as follows: a. Public Transport. Refund of actual bus or coach fares in full is permitted and/or refund of rail fares for which a warrant has not been issued, subject to proof of cost. Such reimbursement is restricted to the cost of standard class rail travel. b. Private Motor Vehicles. Motor Mileage Allowance (MMA) may be paid at Private Car Rate (PCR) for each return journey to RAFVR(T) Officers, WOs, SNCOs and civilians who are suitably qualified (G1 and above) and attending for the purpose of giving instruction. c. Passengers. Passenger supplement may be claimed in accordance with current regulations for authorised adult members of the Corps and Flight Staff Cadets (holding a G1 status) only, who must be named on the claim form. HOME-TO-DUTY 2. Eligibility. Gliding Squadron instructors travelling between their normal place of residence and the Gliding Squadron to which they are appointed (or the place from which the aircraft are being operated if this is nearer) are eligible for free travel or refund of travel costs subject to the restrictions laid down in para Restrictions. Travel reimbursement will be restricted to: a. Officers, WOs, SNCOs and CGIs who are suitably qualified and who are attending for the purpose of giving instruction. b. Up to 3 personnel (1 x Adj and 2 x Driver/Admin) at each VGS filling non-gliding appointments are eligible for travel allowance in accordance with ACAI 235. c. Attendance at weekends, Public Holidays, for authorised mid-week gliding and for Continuous Gliding Courses (instructing cadets). d. Claims will be paid up to a maximum of 150 miles return journey. e. If a VGS is relocated on temporary basis permission must be obtained from Wg Cdr Admin, HQAC for mileage in excess of 150 miles to be claimed. 4. Claims. Initial application for authority to claim Home to Duty (HTD) allowance is made to OC VGS on RAF Form 2969 (copy in the forms library). This Form then accompanies the initial claim and thereafter is used only when changes to personal circumstances occur, i.e

143 change of address etc. Claims are to be submitted on RAF Form 2970 (copy in the forms library) monthly. DAILY EXPENSE ALLOWANCE 5. RAFVR(T) officers commissioned for service as pilots with VGSs, WOs, SNCOs and CGIs serving with the Gliding Squadrons may claim a Daily Expense Allowance (DEA) for each occasion on which they attend their normal place of duty. The allowance is intended to recompense individuals for the cost of meals taken of necessity away from home because of ATC duty. 6. This allowance will not be issuable concurrently with pay or when personnel are fed at public expense. 7. It is confined to weekend and public holiday activities, to authorised mid-week training and for continuous gliding courses (instructing cadets) and in all cases to periods of absence of 5 hours or more including travelling time. 8. The maximum number of pilots or instructors that may claim the allowance for any one day duty is 2 per aircraft on establishment at each VGS. 9. Where only one return journey for a weekend is permitted, DEA is authorised for each day of attendance. 10. Claims. DEA must always be claimed on RAF Form 2970 and is linked with Home-to- Duty travel. All claims should be submitted through HQ AC (Sqn Ldr Flying Support) to HQ AC (Accounts). 11. Rates. Daily rates for each VGS location are given below but may be summarised as follows: a. Personnel who receive free meals or who are on paid duty - no allowance paid. Unit b. Personnel who pay for, or have to contribute towards the cost of, meals in a Service mess per day. c. Personnel who have no access to a Service mess per day. Location Rate Offs Mess Sgts Mess 611 VGS Stanta Airfield, Watton, Norfolk VGS Abingdon Airfield, Oxon VGS RAF Halton, Aylesbury, Bucks 3.50 Nil 614 VGS RAF Wethersfield, Braintree, Essex VGS RAF Kenley, Caterham, Surrey VGS RAF Henlow, Beds 3.50 Nil 316-2

144 Unit Location Rate Offs Mess Sgts Mess 618 VGS RAF Odiham, Hook, Hampshire 3.50 Nil 621 VGS RAF Hullavington, Nr Chippenham, Wilts (see Note 2) VGS Upavon, Pewsey, Wilts VGS RAF Chivenor, Barnstaple, Devon VGS RAF Hullavington, Nr Chippenham, Wilts (see Note 2) 626 VGS RNAS Predannack, Helston, Cornwall (see Note 1) VGS RAF Woodvale, Formby, Merseyside (see Note 1) VGS Clive Bks, RLG Ternhill, Nr Market Drayton, Shropshire VGS DCAE Cosford, Wolverhampton, W Midlands VGS MOD St Athan, Barry, Vale of Glamorgan 3.50 Nil 635 VGS BAe Systems, Samlesbury Aerodrome, Balderstone, Blackburn, Lancs 636 VGS Swansea Airport, Fairwood Common, Swansea, W Glamorgan VGS RAF Little Rissington, Oxfordshire VGS RAF Linton-on-Ouse, York 3.50 Nil 643 VGS RAF Syerston, Newark, Notts VGS RAF Syerston, Newark, Notts VGS RAF Topcliffe, Alanbrooke Barracks, Thirsk, N Yorks VGS RAF Kirknewton, Midlothian VGS RMB Condor, Arbroath, Angus VGS RAF Kinloss, Forres, Morayshire 3.50 Nil 664 VGS c/o Ulster Flying Club Ltd, Newtownards Aerodrome, Co Down Notes: 1. Weekends only. 2. Only for staff incurring messing and accommodation charges for staying overnight in the Mess. 3. CGIs are normally to be messed in the Sgts Mess. However, at the discretion of the Station Commander, CGIs who have previously held commissioned rank in any of the Armed Forces may be messed in the Officers Mess

145 OTHER DUTY TRAVEL 12. Gliding Squadron Instructors may submit claims at PCR of MMA for other types of duty travel on an Accts Form 1771 (copy in the forms library). Such duties include: a. Undergoing initial or periodic medical examination (see AP 1919). b. Making an official visit to the parent station (normally OC VGS only and occasionally other members of the squadron with the permission of OC VGS). c. Making a mid-week visit to the VGS for miscellaneous duties. d. All other duty journeys, e.g. liaison visits and courses at other units etc. 13. Applicants for CGI Posts at Volunteer Gliding Squadrons: a. Applicants for CGI posts at Volunteer Gliding Squadrons attending initial gliding medical examinations also qualify for a refund of travel costs. b. Applicants may either apply to HQ AC, AO Flying Admin for a Rail Warrant or may use their private car and claim for MMA in retrospect. Claims should be made on an Accts Form 1771 and should be clearly marked Potential CGI Travel for Initial Medical Examination. c. Claims will be paid at the current rate of MMA at PCR. Where public transport is used, receipts should be attached to the claim form. CENTRAL GLIDING SCHOOL (CGS) DETACHMENT TO THE SCOTTISH GLIDING UNION, PORTMOAK - TRAVEL ARRANGEMENTS 14. Specific travel arrangements apply to the annual CGS detachment to the Scottish Gliding Union at Portmoak. When arranging transport OCs VGS are to adhere to the following guidelines: a. Normally only one private vehicle is to be authorised. b. Rail warrants are to be issued to those personnel not travelling by road. c. Travel by hired minibus is admissible. Costs may be reclaimed in accordance with FI 304 using HQ AC Accts Form 4. The invoice for the hire of the vehicle should be attached to the claim form. d. Fuel costs for travel by Squadron Owned Vehicle (SOV) may also be reclaimed using HQ AC Accts Form 4. Receipts are to be attached. e. Travel by loaned minibus is also admissible. Claims for fuel costs should be made on HQ AC Accts Form 4 Collective Unit Travel at Public Expense (copy in the forms library). Receipts must be attached. It should be noted that the MOD Insurance does not cover loaned vehicles and separate arrangements should be made

146 f. Additionally, when travelling in parties of 4 or more (staff and cadets) for periods of over 5 hours, the OC party may claim for reimbursement of receipted meal costs up to a total of 4.25 per person per 5-hour period. Claims should be made to HQ AC (Accounts) through Sqn Ldr Flying Support on an Accts Form The claim form must list the names of those in the party and receipts must be attached. g. In all cases the agreement of HQ AC (Sqn Ldr Flying Support) should be obtained prior to the booking, giving an estimate of the costs. Claims should be made as soon as possible after the event to HQ AC (Accounts) through Sqn Ldr Flying Support at HQ AC. TRAVEL BY FLIGHT STAFF CADETS (FSCs) TO GLIDING SQUADRONS 15. Similarly FSCs holding a G1 qualification or C gliding category may also claim the costs of travel by public transport or fuel allowance to their parent VGS. Claims are limited to one return journey per attendance. Only claims for journeys made on Friday (prior to the course starting), Saturday, Sunday, Public Holidays and those days when weekday gliding has been authorised will be paid. Claims will be limited to a maximum of per return journey. 16. Where adult staff of the VGS convey FSCs to their parent VGS, Passenger Supplement may be claimed. In these cases the instructor standard of the FSC should be shown against the name of the passenger on the claim form. 17. Claims should be made on HQ AC Accts Form 2 Flight Staff Cadet Claim for Travel to a VGS (copy in the forms library) together with supporting receipts. TRAVEL BY CADETS TO VOLUNTEER GLIDING SQUADRONS 18. Cadets travelling to Volunteer Gliding Squadrons for advanced gliding training/gliding scholarships are entitled to claim reimbursement of travel by public transport up to a set maximum. The MOD have only undertaken to reimburse a proportion of the actual fare paid to companies operating a public service. Claims will be limited to a maximum of The mode of travel is to be public transport. Exceptionally, a hire car or taxi may be used but full justifications must be provided with the claim. 20. Under current MOD regulations cadets may not claim MMA and neither is there any facility for parent or friends to claim MMA for use of a private car for this purpose. However, it is permissible for adult members of the Air Cadet Organisation to convey cadets to authorised training activities such as gliding training and claim MMA and Passenger Supplement at the current rates on an Accts Form The names of the cadets are to be shown on the claim form. 21. Only claims made for journeys taken on Friday (prior to course starting), Saturday, Sunday, Public Holidays and on those days when weekday gliding has been authorised will be paid. 22. Claims should be submitted on HQ Accts Form 5 ATC/CCF Cadets Claim for Travel to VGS (copy in the forms library) within 3 months of the gliding date. Receipts are to be attached for all journeys

147 23. Travel to VGSs for Gliding Induction courses and Air Experience Flying is covered in this manual by FI The Conveyance of Cadets at Public Expense to Official Training Activities - Collective Travel

148 TRAVEL AIR CADET FINANCE INSTRUCTIONS INSTRUCTION NO 317 AIR EXPERIENCE FLIGHT RAFVR(T) STAFF PILOTS ALLOWANCES AND EXPENSES 1. Travel costs may be refunded as follows: a. Public Transport. Refund of actual bus or coach fares in full is permitted and/or refund of rail fares for which a warrant has not been issued, subject to proof of cost. Such reimbursement is restricted to the cost of standard class rail travel. b. Private Motor Vehicles. Motor Mileage Allowance (MMA) may be paid at Private Car Rate (PCR) for each return journey, with the restrictions that free travel or refund of travel costs will not be allowed on any one day for more than two officers per aircraft on establishment. c. Passengers. Passenger supplement may be claimed in accordance with current regulations for authorised adult members of the Corps only, who must be named on the claim form. HOME-TO-DUTY (HTD) TRAVEL 2. Eligibility. AEF pilots travelling between their normal place of residence and the AEF to which they are appointed, (or the place from which the aircraft are being operated if this is nearer), are eligible for free travel or refund of travel costs. 3. Home AEF. The use of a motor vehicle for HTD journeys to the home AEF is to be authorised initially by HQ EFT (EFT 1a) on RAF Form 2969 (copy at the forms library). Subsequently, claims are to be submitted on RAF Form 2970 (copy at the forms library) and will be restricted at each AEF to 2 RAFVR(T) pilots per established aircraft per day. Mileage will be paid at the Private Car Rate (PCR) and will be restricted to a maximum claim each way of 75 miles (150 miles return journey). Claims should be submitted through HQ EFT (EFT 1a) to HQ AC (Accounts). OTHER DUTY TRAVEL 4. Authorised Detachments to Another AEF and to Camp. Detachments of RAFVR(T) staff pilots for flying away from the home AEF, either at another AEF or at Camp, must always be authorised in advance by HQ EFT (EFT 1a). a. Outside Camp Periods. Authorisation is to be obtained by the AEF Cdr seeking the assistance of a pilot from another AEF. b. During Camp Periods. Individual pilots may obtain authority direct from HQ EFT (EFT 1a) for detachments to Camp locations, either to a RAF Station or to another AEF

149 5. Travel Claims for Detachments. Travel claims for detachments should be submitted on an Accts Form 1771 (copy at the forms library) to HQ EFT (EFT 1a). With certain exceptions specifically authorised by HQ EFT (EFT 1a), MMA at PCR for one return journey, in lieu of a Rail Warrant, limited by the number of flying days on detachment, will be paid: Duration (Flying Days) Maximum Claim Each Way (Miles) 1 or to or more 300 Note: Planned non-flying days, e.g. travel days and stand-downs do not count for this assessment. 6. All Other Journeys. All other journeys for non-flying duties, such as those for pre-camp visits, medicals, etc, should be claimed on an Accts Form 1771 for submission to HQ AC (Accounts) through HQ EFT (EFT 1a). Such journeys may also include: a. Attending Annual Conventions (normally Second-in-Command only). b. Performing a miscellaneous duty (e.g. refuelling) at an AEF. c. Undergoing initial or periodic medical examination. DAILY EXPENSE ALLOWANCE (DEA) 7. RAFVR(T) officers commissioned for service as pilots with AEFs may claim DEA for each occasion on which they attend their place of duty. The allowance is intended to recompense individuals for the cost of meals taken of necessity away from home because of ATC duty. 8. The allowance will not be issuable concurrently with remuneration or when personnel are fed at public expense. 9. It is confined to weekend and public holiday activities and to authorised mid-week training and in all cases to periods of absence of 5 hours or more including travelling time. 10. Home AEF. DEA may be claimed for each period of duty at the home AEF of 5 hours or more, including travelling time. Payment of this allowance is restricted at each AEF to 2 RAFVR(T) pilots per established aircraft per day. 11. On Detachment. When detachment to another AEF is authorised by HQ EFT (EFT 2) (see para 4), DEA may be claimed for the first 2 days. For detachments of more than 2 days, DEA is not admissible throughout the detachment but messing charges apply (see FI 302). 12. Claims. DEA must always be claimed on RAF Form 2970 and that the home AEF is linked with Home-to-Duty travel. For detachments, travel only must be claimed on an Accts Form Where only one return journey for more than one day s attendance is undertaken, the allowance may be claimed for each day. Claims for duties at the home AEF and for authorised detachments should be submitted through HQ EFT (EFT 1a) to HQ AC (Accounts)

150 13. Rates. Daily rates for each AEF location are given below but may be summarised as follows: a. Personnel who receive free meals or who are on paid duty - no allowance paid. b. Personnel who pay for, or have to contribute towards the cost of, meals in a Service mess per day. c. Personnel who have no access to a Service mess per day. Unit Location Rate (Officers Mess) 1 AEF RAF St Athan, Barry, Vale of Glamorgan AEF Boscombe Down, Salisbury, Wilts AEF Colerne Airfield, Chippenham, Wilts AEF Glasgow Airport AEF RAF Wyton, Huntingdon, Cambs AEF RAF Benson, Wallingford, Oxon AEF RAFC Cranwell, Sleaford, Lincs AEF RAF Cosford, Wolverhampton, W Midlands AEF RAF Church Fenton, Tadcaster AEF RAF Woodvale, Formby, Merseyside AEF RAF Leeming, Northallerton, N Yorks AEF RAF Leuchars, St Andrews, Fife 3.50 SUBSISTENCE ALLOWANCE 14. It is assumed that the payment of DEA or remuneration will reimburse AEF pilots for outof-pocket expenses during flying duties. AEF flying is planned whenever possible to avoid the need for the payment of the Nightly Rate of Subsistence to RAFVR(T) staff pilots. Accommodation and messing is to be from Service sources except in exceptional circumstances. Daily Rates of Subsistence 5-10 hours and 10 hours plus (travelling time only) are available to cover non-flying duties such as duty travel and medical attendance. Claims should be made in accordance with FI

151 AIR CADET FINANCE INSTRUCTIONS INSTRUCTION NO 318 ADMINISTRATIVE EXPENSES 1. Wherever possible, personnel are to utilise facilities at an RAF Station or Regional/Wing Headquarters, however, certain administrative expenses necessarily incurred away from their Headquarters by adult personnel may be reimbursed from public funds. Annex A gives a detailed breakdown of which personnel are eligible to claim and what categories are involved. Adult personnel not included on the list of appointments described may not claim for Administrative Expenses. 2. Claims are to be made on an Accts Form 6 Claim for Administrative Expenses (copy at the forms library) together with full details of the expenses incurred and receipts for each item. 3. The items claimable (necessarily on ATC business) are: a. Telephone calls. b. Postage. c. Printing and stationery. d. Films and photographic. 4. Supporting Documentation. All items are to be supported by the purchase receipt or as follows: a. Original itemised telephone bill with ATC calls highlighted or a copy bill certified in red across the top CERTIFIED TRUE COPY and signed or a completed telephone log offering estimated length and cost of calls made (copy at Annex B). b. Those items where receipts cannot be obtained, for example, use of low value stationery/own stamps, must be certified as such on the claim. c. Claims not supported by the appropriate documentation will require the HQ AC, Accounts Officer to obtain further validation or clarification. d. Broadband and other Internet package costs cannot be reimbursed by public funds. 5. Documentation affecting an individual s post should be forwarded to HQ AC, Personnel Section promptly to update records as required to ensure payment can be made. Annexes: A. Table to Define Eligibility. B. Example of Telephone Log for Administrative Expenses

152 Annex A No 318 TABLE TO DEFINE ELIGIBILITY 1. The following list defines the four categories of refundable items as shown in the table below: 1. Telephone Calls. 2. Postage. 3. Printing and Stationery. 4. Films and Photographic. Appointment Items Claimable Additional Items Period of Claim Maximum Refundable Corps Chaplain 1, 2 and 3 Nil Quarterly HQ AC control Corps Special Projects Officers 1, 2 and 3 (4*) HQ AC photographer * Quarterly HQ AC control Corps Aircraft Recognition Officer 1, 2, 3 and 4 Nil Quarterly HQ AC control Corps First Aid Advisor OC Junior Leaders Course Regional Chairman Regional Staff Officer 1, 2 and 3 Nil Quarterly HQ AC control 1, 2 and 3 Nil Quarterly HQ AC control 1, 2 and 3 Nil Half-yearly ACRHQ control 1, 2 and 3 Nil Quarterly ACRHQ control Regional Chaplain 1, 2 and 3 Nil Half-yearly ACRHQ control Regional Sports Officer Regional Deputy Sports Officer 1, 2 and 3 Nil Quarterly ACRHQ control 1, 2 and 3 Nil Quarterly ACRHQ control Regional Media Communications Officer 1, 2, 3 and 4 Display material Quarterly ACRHQ control 318-A-1

153 Appointment Items Claimable Additional Items Period of Claim Maximum Refundable Regional Gliding Liaison Officer 1 and 2 Nil Quarterly ACRHQ control Regional Small Arms Training Team - Members 1, 2 and 3 Computer Consumables Quarterly ( for N Ireland SATT) Wing Chairman 1, 2 and 3 Nil Half-yearly Wg HQ control Wing CO 1, 2 and 3 Nil Half-yearly Wg HQ control Wing Executive Officer 1 only Nil Quarterly Wing Staff Officer 1, 2 and 3 Nil Half-yearly Wg HQ control Wing Chaplain 1, 2 and 3 Nil Half-yearly Wg HQ control Wing Media Communications Officer 1, 2, 3 and 4 Display material Quarterly Wg HQ control Wing Gliding Liaison Officer 1 and 2 Nil Quarterly Wg HQ control VGS OC and Adjutant 1 and 2 Minor purchases Quarterly 1 and 2 = , minor purchases OC Adventure Training Centres 1 and 2 Nil Quarterly A-2

154 Accounts Form 6 Supplementary Sheet Page of Annex B No 318 ADMINISTRATIVE EXPENSES - TELEPHONE LOG SHEET Date Call To Remarks Cost I certify that the above telephone calls were made in the public interest. Signature of Claimant: Name (BLOCK CAPITALS): Service Number: Date: 318-B-1