Travel and Subsistence Policy
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1 Travel and Subsistence Policy RELATING TO All Academies of the Shaw Education Trust for the financial year 1 st September 2017 to 30 th June 2020 WAS APPROVED BY THE EXECUTIVE LEADERSHIP TEAM OR BOARD OF TRUSEES ON SIGNED BY MEMBER OF THE BOARD NAME [Print] POSITION. Reference:Version 1 Procedure Originator: H TURNER Equality Impact Assessed: Approved By: BOARD Date Approved: SEPTEMBER 2017 Review Interval: 3 YEARS Last Review Date SEPTEMBER 2017 Next Review Date JUNE 2020 Audience: Employees 1 P a g e
2 History of most recent policy changes Date Page e.g. whole document Detail of Change Origin of Change e.g. Reason for change or Change in legislation 2 P a g e
3 Travel and Subsistence Policy The Shaw Education Trust will reimburse expenses that have been wholly and exclusively incurred whilst engaged in authorised activity on its behalf. The Trust respects the integrity of each employee, volunteer and trustee and expects claims to be made honestly and accurately. However, any attempt to falsify any expense claim will be considered to be gross misconduct and appropriate action will be taken against the claimant and potentially the authoriser if, with reasonable care, the authoriser of the claim should have recognised the fraudulent nature of the claim. The responsibility lies with the claimant to seek authorisation from their manager prior to incurring any cost that is not explicitly allowable under the Travel and Subsistence policy. The manager should be comfortable justifying such expenditure to the Finance Department. Any activity that is accepted as claimable under the Travel and Expenses policy should be carried out in such a way to minimise the cost to the Shaw Education Trust, accepting that: The claimants health and safety should not be compromised in any way The overall efficiency and effectiveness of the activity needs to be considered and not just the cost A general test of reasonableness should be applied, both to the necessity of the activity but also the comfort and convenience of the claimant. Approval of Expenses No-one is able to authorise their own expenses, including any costs paid for directly by The Shaw Education Trust through travel and accommodation expenses. This also means that a more junior member of staff cannot submit a claim which includes expenses relating to their manager. Anyone authorising a claim must take reasonable care to ascertain that the claim is reasonable and consistent with this policy. The chairman of the Trustees should approve the expenses claims of the other Trustees and the Chairman s expenses should be approved by the audit committee. The CEO s expenses should be approved by the Finance and Audit Committee. A report should be presented to each Audit Committee of the expenses claims submitted by the Trustees and the executive management team on a quarterly basis. The Headteacher/Principals expenses should be approved by the Academy Council. The Academy Scheme of Delegation should include the delegated responsibility for the processing of and approval of claims within the Academy. 3 P a g e
4 Mileage Claims Mileage Claims must be submitted on the Shaw Education Trust T&E100 form. A link to this document can be found on the Shaw Education Trust website. Any travel expenditure incurred must be supported by a VAT receipt in all instances. If there is a valid reason why a receipt cannot be submitted, then an explanation must be included with the expense form. Forms must be completed correctly and in full. Error messages will display on the form if there is missing or incorrect information. Any forms sent to the Finance Team for payment that are not completed correctly will be returned unpaid. Please ensure that you complete your business unit which will be the academy where you are contracted to work, this is also normally your agreed centre for mileage. If the claimant is making their journey to and or from their home then they must only claim for any distance travelled less the normal travel distance from the claimants agreed centre for mileage. For example: Maria lives 5 miles away from her agreed centre for mileage. Maria has been asked to attend a briefing at a training centre that is 30 miles away from her home. In this instance Maria 4 P a g e
5 would claim 25 miles for a one way trip [30 miles less 5 miles [normal travel distance to/from the agreed centre of mileage]. Using this example above 25 miles would be entered in the Non-Taxable column and 5 miles would be entered in the Non-payable column. The full mileage claim can be made if the claimant is travelling directly from/to their agreed centre for mileage. In all cases mileage can only be claimed for genuine business travelling expenses, determined as journeys employees: Have to make in the performance of their duties Make to or from a place they have to attend in the performance of their duties Journeys for which are ordinary commuting or private travel cannot be claimed for. For the purposes of this policy ordinary commuting is defined as: Travel between an employees agreed centre of mileage and: An employee s home Any other place the employee visits for non-work reasons or Any place where the employee performs the duties of another job Mileage allowance rates for casual car/motorcycle users within the Shaw Education Trust is currently: Small Car Class 4 Class 3 [under 451cc] Business miles per tax year Rate per mile [451cc to 999cc] Rate per mile [1000cc +] Rate per mile Motorcycles 1-8,499 miles 0.45p 0.45p 0.45p 0.25p Over 8,500 miles 0.25p 0.25p 0.25p n/a Subsistence Claims Subsistence means the costs incurred just for you, or for other Shaw Trust employees, whilst travelling on company business. It includes hotels, meals and beverages. A VAT receipt must support the claim, without this, the claim must be deemed invalid. 5 P a g e
6 Accommodation The Shaw Education Trust has not set limits of what can be claimed because it recognises that costs can vary significantly from place to place and time to time. However, the following principles should always be followed: The standard, and therefore cost, of accommodation should be equivalent of a Premier Inn. The cost of breakfast and evening meal, as well as the proximity to the place of work the following day [especially if the staff member does not have their own vehicle], should be taken into account in choosing the hotel. Breakfast should normally cost no more than 5.00, unless taken in the hotel where the hotel s rates apply. Evening meals should comprise no more than 2 courses and 2 drinks [alcoholic or nonalcoholic] and cost no more than Please note that the cost of newspapers, items from hotel room mini-bars, dry cleaning costs, hotel phone calls home and films viewed in hotel rooms will not be reimbursed. Additionally, alcohol not purchased as part of a meal cannot be reclaimed. If you are away from your normal place of work: Breakfast can be claimed if you are to arrive, or are travelling to, a temporary place of work before 7.00am An evening meal can be claimed if you are returning from a temporary workplace and will not arrive home until after 8.30pm. The cost of alcohol will NOT be reimbursed in this instance. Travelling by Rail or Air You should always consider the most economical and environmentally-friendly means of travel, usually by taking public transport, together with the most cost effective tariff. For example, give as much notice as possible to gain the benefit of cheaper tickets, consider whether travel needs to take place at peak times when train tickets are usually most expensive. All travel tickets and receipts need to be retained and submitted with the claim. Without this, the claim will be deemed invalid. Subsistence should be claimed again using the T&E100 form. Please complete the expenses box at the bottom of the form. 6 P a g e
7 The Claimant should use the drop down box when clicking into Details of Expenses to identify the type of expenditure that are being reclaimed. A VAT receipt must support the claim, without this the claim must be deemed invalid. 7 P a g e
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