POLICY & PROCEDURE ON THE CLAIMING OF MILEAGE TRAVELLING ALLOWANCES AND SUBSISTENCE

Transcription

1 POLICY & PROCEDURE ON THE CLAIMING OF MILEAGE TRAVELLING ALLOWANCES AND SUBSISTENCE Policy : CP 7 Version: 1.0 Ratified by: BB CCG Board Date ratified: 11 th April 2013 Name of originator/author: Name of responsible committee/individual: Date issued: 15 th April 2013 Review date: 1 st April 2015 Target audience: Casey Boursnell Senior Finance Manager Finance & Technical Committee All NHS Basildon and Brentwood Clinical Commissioning Group staff 1

2 Contents Page. 1. Policy Statement 3 2. What to claim 3 3. Travelling with passengers 4 4. How to Claim 4 5. Lease Cars 5 6. Night Subsistence 5 7. Day Subsistence 5 8. Equality Impact Assessment 6 9. List of Stakeholders Consulted 7 10 Version Control Sheet 7 APPENDICES: Appendix 1: Clinic Lists Addresses (sample list) 9 Appendix 2: Current Mileage Rates 10 Appendix 3: Travel Claim Form Appendix 4: Subsistence Allowances 13 Appendix 5: Lease Car Mileage Form 14 2

3 1. Policy Statement Employees of Basildon & Brentwood Clinical Commissioning Group (BBCCG) are entitled to reimbursement for travelling costs incurred whilst undertaking duties on behalf of the CCG. These are covered in the existing NHS Terms and Conditions Service Handbook, which state for journeys between home and designated work base or place visited: Employees who have a designated work base or administrative centre shall be paid at the Regular User, Standard Rate or Public Transport Rate as appropriate. This is limited to the distance which would have been travelled if the journey had started and finished at the designated work base or administrative centre or the distance actually travelled where this is less. Employees who are based at home for mileage purposes shall be paid the Regular User, Standard Rate or Public Transport Rate as appropriate for all journeys by the most direct route from their home to all places necessarily visited on duty and back to their home. BBCCG have a locality structure which may lead staff for these localities to incur mileage, travel and subsistence claims. In such cases such claims will need to follow procedure outlined in this policy. 2. What to Claim A general principle of reasonableness underlies the claiming and payment of all expenses. The purpose of paying travelling expenses is that employees do not suffer financially for going about their employer s business. However, employees have a responsibility to ensure that the costs to BBCCG are kept to a minimum without unduly reducing the efficiency with which they carry out their duties. There is no entitlement to claim mileage for the normal home to work to home journey. The Inland Revenue does not class the journey between your home or any other place attended for private purposes and work as business mileage. (A) Journeys that start from and finish at the employee s normal work base or administrative centre; As a general rule the journey will have been by the most reasonable route, starting from and finishing at the employee s normal work base or administrative centre. Therefore for journeys made directly from and returning to your normal work base or administrative centre claims will be for the actual mileage incurred (to the nearest full mile). Where a journey is not shown on the Appendix 1 and you have been unable to record the distance, reference can be made to a number of internet sites that have route planning facilities e.g. multimap.co.uk. These sites are able to plan routes and provide distances between sites. 3

4 To assist in the use of such sites, Appendix 1 provides the addresses and postcodes for a number of Trust bases and administrative centres. Example A Where an employee is based at Phoenix Place and is undertaking an official journey to attend a meeting at the East of England, Strategic Health Authority, Fulbourn., Phoenix Place 60 miles SHA Fulbourn For the purpose of this example it is assumed that the single journey distance is 60 miles. Therefore the claim will be for 120 miles, representing the journey from Phoenix Place to Fulbourn, 60 miles and the return from Fulborn to Phoenix Place a further 60 miles. (B) Other Journeys For any other journeys the employee should claim either the distance they travelled or the mileage from the work base to the place visited. The lowest mileage should be claimed. (C) On call or requests to return to work outside normal hours; Where a member of staff is either on call or having completed their normal working day is required by the Trust to return to work, then in such circumstances the journey can be recorded and claimed as starting from the employee s home address. 3. Travelling with Passengers Wherever possible the CCG would wish to encourage staff to travel together. t only will this impact on the costs incurred by the CCG but it will also have an environmental impact. Examples of where it may be possible for staff to travel together might include; Staff working at the same base travelling to the same venue. Staff working at a base or starting a journey from home who can collect a colleague(s) based at another work base (or home) on route to a venue. Staff working at a base or starting a journey from home who by making a small detour can collect a colleague(s) based at another base on route to a venue, where the distance claimed is less that the combined claim would be if the staff travelled separately. 4

5 Where passengers are being carried it is possible to claim for each passenger. 4. How to Claim Current Mileage Allowances are set out in Appendix 2 All journeys should be recorded immediately, to the nearest full mile, on a Mileage, Travelling and Subsistence Claim form (Appendix 3). This should clearly show the start point, place visited and any intermediate visits to other work bases or administrative centres along the way. Where the total distance of the journey, when calculated is not a full mile then the following approach should be adopted; For journeys up to 0.5 of a mile then the journey distance claimed should be rounded down e.g. if the journey distance covered was 7.4 miles then the distance claimed for should be 7 miles. For journeys in excess of 0.5 of a mile then the journey distance claimed should be rounded upwards e.g. if the journey distance covered was 7.5 miles then the distance claimed for should be 8 miles. Completed claim forms should be completed on a monthly basis and passed to your line Manager for authorisation. Once authorised completed forms should be submitted to Payroll, Shared Payroll Services Building, Block 1, Basildon Hospital, Nethermayne, Basildon, SS16 5NL for processing. In order to receive payment in the month following the journey the authorised form must be received in payroll services by the published payroll close date. As with all expenditure, travelling and other expenses will from time to time be subject to inspection by the Trust s Auditors and the Local Counter Fraud specialist. Paid claims may also be subject to scrutiny by Inland Revenue Auditors. 5. Lease Cars Individuals who have lease cars are required to also complete a monthly mileage form (Appendix 5) detailing your total mileage and your official business mileage which should be taken from your Mileage, Travel and Subsistence Claim form (which must be signed off by your manager). Both forms then need to be submitted to: Motorfleet Department, Draycott House, Thurrock Community Hospital, Long Lane, Grays,, RM16 2PX. 6. Night Subsistence For employees who need to stay overnight in a hotel/guesthouse with the agreement of their manager, the overnight costs will be reimbursed as follows:- 5

6 the actual receipted cost of bed and breakfast up to the normal maximum limit (see Appendix 4) a meals allowance to cover the cost of a main evening mean and one other meal at the rate set out in Appendix 4. Any overnight accommodation booked should be within reasonable distance and should cost no more than 55 per night. Should the cost be in excess of this amount, the individual will need to meet the difference. 7. Day Subsistence A meal allowance can be reimbursed when an employee is necessarily absent from home on official business and more than 5 miles from their base, by the shortest practicable route, on official business. Day meals allowance rates are set out in Appendix 4. These allowances will not be applicable if meals are already provided free at the temporary place of work. A day s meal allowance is payable only when an employee necessarily spends more on a meal than would have been spent at their place of work and would normally be away from his/her base for a period of more than 5 hours and covering the normal lunch time period between pm to 2.00 pm. To claim an evening meals allowance an employee would normally be expected to be away from their base for more than 10 hours and unable to return to base or home before 7.00 pm and as a result of the late return is required to have an evening meal. Employees may qualify for both lunch and evening meal allowance in some circumstances (i.e. due to the time of departure, there may be a necessity to take a meal but the conditions relating to the time absent from the base are not met) but this would be at the discretion of their manager. 6

7 8. Equality Impact Assessment 1. Does the policy/guidance affect one group less or more favourably than another on the basis of: Race Ethnic origins (including gypsies and travellers) Nationality Gender Culture Religion or belief Sexual orientation including lesbian, gay and bisexual people Age Disability - learning disabilities, physical disability, sensory impairment and mental health problems Yes/ Comments 2. Is there any evidence that some groups are affected differently? 3. If you have identified potential discrimination, are any exceptions valid, legal and/or justifiable? 4. Is the impact of the policy/guidance likely to be negative? N/A 5. If so can the impact be avoided? N/A 6. What alternatives are there to achieving the policy/guidance without the impact? 7. Can we reduce the impact by taking different action? N/A N/A 7

8 9. List of Stakeholders Consulted Tonia Parsons Terry Radia Chief Operating Officer Chief Finance Officer February 2013 February Version Control Sheet Version Date issue/review 001 February 2016 Author Name and title Casey Boursnell Comment Based on guideline originally produced by NHS South West. Steve Stavrinou originally checked this against Agenda for Change. 8

9 Addresses of Sample Work Bases and Administrative Centres NHS South West Appendix 1 Aveley Clinic Hall Road Aveley RM15 4HD East Tilbury Health Centre 11 Torridge East Tilbury RM18 8SN South Ockendon Health Centre Darenth Lane South Ockendon RM15 5LP Tilbury Health Clinic London Road Tilbury RM18 8EB Laindon Health Centre High Road Laindon SS15 5TR Vange Health Centre Southview Road Vange SS16 4HD Basildon Hospital Nethermayne Basildon SS16 5NJ Chadwell Clinic Riverview Grays RM16 4BD Grays Health Centre Brooke Road Grays RM17 5BY Stanford Clinic Wharf Road Stanford-Le-Hope SS17 0BY Target Centre (Community Mums & Dads) Calcutta Road Tilbury RM18 7QT Pitsea Clinic High Road Pitsea SS13 2AB Civic Offices New Road Grays RM17 6FD Orsett Hospital Rowley Road Orsett RM16 3EU Corringham Health Centre Gifford Cross Road Corringham SS!7 7QQ Purfleet Care Centre Tank Hill Road Purfleet Stifford Clays Health Centre Crammaville Street Stifford Clays RM16 2AP Great Oaks Basildon SS14 1EH Craylands Clinic Craylands Basildon SS14 3QY Thurrock Community Hospital Long Lane Grays RM16 2PX Brentwood Community Hospital Crescent Drive Brentwood CM15 9DR 9

10 Current Mileage Allowances Appendix 2 Standard Rates (Valid from April 2008) (a) Cars Engine Capacity Mileage Rate - Up to 3,500 miles - Thereafter Up to 1,000cc 37.4p 17.8p 1,001 to 1,500cc 47.3p 20.1p Over 1,500cc 58.3p 22.6p (b) Motor Cycles Engine Capacity Mileage Rate - Up to 5,000 miles - Thereafter 125cc or less 16.2p 6.1p Over 125cc 25.3p 9.0p (c) Pedal cycles 10p per mile Passenger Allowance (Valid from April 2008) Each Passenger 5p per mile 10

11 Appendix 3 MILEAGE, TRAVEL AND SUBSISTENCE CLAIM (NOT FOR COURSE FEES) PAY(4) Name: Home Address... Postcode... Pay Ref... Vehicle: Private/Lease (state) Car Make/Model Registration no. Engine Capacity.. Workbase. Home to Base return mileage Claim form will be returned if not signed and authorized on reverse. Claims should be made at the end of each month and submitted to the Payroll office as soon as possible. Date Journey(s) Place(s) Brief reason Mileage Passen Start : Enter "Home" or "Base" Finish : Enter "Home" or "Base" visited for visit (a) Full distance actually travelled (b) Return distance between base & places visited (c) Mileage claimed, Lesser of (a) or (b) gers Name of colleague( s) and miles claimed Miscellaneous Please specify reason. eg Rail fare, bus fare etc Amoun t claime d p Subsistence Time of Departure Time of Return Amount claimed p TOTALS : 11

12 REGULATIONS AND GUIDANCE General Unused lines on this claim form should be crossed through. completed claims maybe returned. Mileage Journeys should be undertaken by the shortest practicable route. The mileage allowance payable will be lesser of the following distances:- a) the full journey actually travelled or b) the return distance between base and the places(s) visited. Incorrectly It is essential that both the distances are stated overleaf when claiming mileage allowance. Passengers An allowance is payable in respect of any other employee of the Trust conveyed in the claimant s vehicle on official business. Fares Reimbursement of taxi fares and first class rail travel will be made in exceptional circumstances only, and subject to the agreement of the authorised signatory Course Fees This form should not be used to claim internal/external course expenses. A separate form is available for this purpose CONDITIONS 1. Car drivers must have a current valid driving licence relevant to the class of motor vehicle used. 2. The travelling expenses claimed overleaf are in accordance with the appropriate Trust/Whitley Council Regulations and are in respect of expenses actually and necessarily incurred for the purpose stated. 3. other claim has been or will be made on any other Trust in respect of the expenses claimed by me. 4. Where car mileage allowances have been claimed at the higher rate, no suitable public transport was available and/or special conditions of urgency made the use of a private vehicle imperative. 5. The insurance policy, in respect of the motor vehicle detailed overleaf, provides for full third party insurance cover while the vehicle is used on official business, including the risk of injury to or death of passengers and damage to property. The policy is now in force and covers the journeys claimed and the vehicle is maintained in a roadworthy condition. It is a criminal offence not to have third party insurance cover. 6. On each occasion when I have claimed a day subsistence allowance, I necessarily spent more on meals than if I had been at my permanent base. 7. Except where indicated overleaf, I certify that where I have claimed for emergency callout duties, advice on the handling of the emergency was given before starting my callout journeys and accepted responsibility for these aspects appropriate to my duties from that time. Journeys that I consider do not qualify for tax relief are shown overleaf with an asterisk *. 8. It is a criminal offence to make a false claim for travel or expenses reimbursement. If you are found to have made a false claim this may result in disciplinary action or investigation by the Local Counter Fraud Specialist and possible criminal proceedings being commenced against you. Claimant Authorised Signatory I claim reimbursement of additional costs, as detailed overleaf. I certify that I have complied with the conditions shown above. Signed Date I authorise payment of the claim. Any receipts, vouchers etc relevant to this claim have been seen by me. Signed. Name Date.. 12

13 Appendix 4 Subsistence Allowances Night Allowances Actual receipted costs of bed/breakfast up to maximum 55 Meals allowance per 24 hr period up to maximum 20 Night allowances per 24 hr period up to maximum 25 Day meals Lunch allowance (more than 5 hrs away from base (Including the lunchtime period between pm) 5 Evening meal allowance (more than 10 hrs away from base And return after 7.00 pm) 15 13

14 APPENDIX 5 SOUTH ESSEX PARTNERSHIP NHS FOUNDATION TRUST Your Ref : Full Name:- MONTH ENDING:- / / Vehicle Reg DRIVERS ADDRESS:- Post Code:- Month end:- Less Month Start:- Total Mileage for Month:- Less Official Mileage:- Private Mileage:- Signed:- Date:- / / COMPLETE ON MONTH END & RETURN TO:- MOTORFLEET DEPARTMENT DRAYCOTT HOUSE THURROCK COMMUNITY HOSPITAL LONG LANE, GRAYS ESSEX, RM16 2PX. 14