AYR COLLEGE TRAVEL, SUBSISTENCE AND OTHER ALLOWANCES SCHEME

Transcription

1 AYR COLLEGE TRAVEL, SUBSISTENCE AND OTHER ALLOWANCES SCHEME Car, Motor Cycle and Cycle Mileage Allowances: Type of vehicle Rate per mile Cars and vans 45p Motorcycles 24p Cycles 20p 1. Staff authorised to use their own transport for journeys between College Annexes during working hours will be reimbursed at Inland Revenue rates. 2. Staff authorised to use their own transport for journeys to and from annexes outwith normal working hours will be calculated on an excess basis ie the difference between home and workplace against home and alternative work locations (see examples). 3. All journeys by car will require to be authorised by the following staff member: Senior Management - Principal All lecturing staff - Curriculum Manager All other staff - Appropriate Senior Manager 4. Those employees authorised to use their own transport on College business will claim the difference in excess terms as per conditions in paragraph Claims for travel must be submitted on Form TS1. 6. For employees travelling on business who carry passengers the following allowance may be claimed: 5p per mile.

2 AC1 Subsistence Allowances Claims for meals taken away from any of the Ayr College premises will be reimbursed up to a maximum of per person per meal. Claims submitted for meals will require to be supported by receipts, and these should be submitted along with the claim form TS1. Note: AC2 Staff visiting another College on business will be expected to use the canteen facilities provided by that particular College. Fares Claims for travel other than by car and motor cycle will be at the second class rate on all public transport unless otherwise authorised by the appropriate supervisor (see note 3). Claim form TS1 should be used for claims in this category. Staff members who choose to use their own vehicle when authorisation has only been given to claim fares should claim the Public Transport Rate (AC2 (a)). AC2 (a) Public Transport Rate - 15p per mile The rate to be used when employees choose to use their own transport on College business without prior approval. Staff members must claim this rate when travelling to city centre locations unless otherwise authorised to do so by Senior Manager (See Page1 for authorising staff members). AC3 Overnight Stays Away From Home Employees required to attend courses/conferences/events that require overnight accommodation must have their booking and payment arrangements carried out by College administration staff on their behalf. Employees who are required to be away from home overnight on College business may claim 5.00 per night incidental expense allowance. Claim Form TS1 should be used to claim this allowance. AC4 Residential Courses Employees attending residential courses will be entitled to claim out of pocket expenses (AC3). Claims for meals will require to be submitted as per the conditions attached to subsistence allowances (AC1).

3 AC5 First Aid Allowances Employees required by the College to hold a current certificate in first aid shall be paid an allowance of 264 per year. This allowance will not require to be claimed by individuals concerned as it will automatically be added to their wage through normal payroll procedures. AC6 Other Expenses (1) Employees who are authorised to use their own transport on College business may claim for bridge tolls, ferry charges and for parking fees actually incurred. Reimbursement will not extend to fines or excess penalties. (2) Taxi or hired vehicle Whenever practicable, employees will endeavour to make use of existing public transport. However, under certain circumstances reimbursement of taxi fares or hired vehicles in connection with business will be paid where justified and authorised by the appropriate supervisor. Transfer of Administrative Base Staff members compulsorily transferred to another College location will be reimbursed for travelling expenses based on the following calculation: A B Normal return journey from home to new locations (miles) less return journey from home to old location (miles). A x number of working days per annum (less holiday periods and other absence including sickness 3%). {These figures to be assessed depending on work group designation ie lecturing staff or support staff}. C B x public transport rate. The resultant annual cost will be paid as part of the employee s salary and will be effective for a period of ONE YEAR.

4 Administrative Notes: (PLEASE READ CAREFULLY) 1. It is expected of each employee to make claims for expenses reasonably incurred in the course of their duties. Employees shall always take the shortest routes for each journey taking regard for time and the necessity for making intermediate paints of call, details of which should be entered on the claim form TS1. Mileage allowance is not payable in respect of normal journeys between the employees residence and normal place of business. In circumstances where an employee travels to or from the College and in the process makes a detour en route on business purposes, then the amount of mileage claimed should be the difference between the two journeys. Example 1: College to Irvine normal home journey = 13 miles College to Irvine via Kilmarnock altered journey = 19 miles Claim (19 13) = 6 miles Example 2: Glasgow to College normal journey to work = 36 miles Glasgow to College via Cumnock Community College journey = 46 miles Claim (46 36) = 10 miles Example 3: Glasgow to College return normal journey to work and home = 72 miles Glasgow to Stirling return altered journey = 68 miles Claim 0 miles Staff must whenever possible use the attached travel claim mileage chart when claiming for commonly used journeys. Claims made to any of these destinations that do not correspond to the chart must be accompanied by a suitable explanation on the Claim Form. No explanation will result in an automatic amendment by the College Finance Section to correspond to chart mileage. 2. Employees must use the appropriate codes on Forms TS1 when submitting claims. 3. Employees making claims in respect of travel and subsistence (excluding travel by use of own transport) will be required to support such claims with receipts. This will include receipts for all meals, accommodation, parking, tickets for travel on public transport, as well as taxi, ferry and air travel.

5 4. For audit control reasons, any claims for re-imbursement of travel and subsistence must be made within 3 calendar months of the date incurred. 5. Staff members must endeavour to complete all submitted TS1 Forms with the appropriate information requested. Failure to complete forms properly or failure to submit forms timeously may result in delayed payment or in certain circumstances no payment. The Finance Section will return forms to staff members who have failed to comply with the instructions contained under the provisions of this scheme. 6. Any staff member found to submitting false claims may be subject to internal college disciplinary action. 7. Staff members who use their own cars for business purposes and subsequently claim business mileage rates must have in place valid tax and MOT documentation. In addition, staff members shall have included in his/her current policy of insurance a clause indemnifying the College against all third party claims (including those concerning passengers) arising out of the use of his/her car on official business. Staff members at any time may be required to produce evidence of such documentation to the College on request.