STAFF TRAVEL EXPENSES POLICY JANUARY This policy supersedes all previous policies for Staff Travel Expenses

Transcription

1 STAFF TRAVEL EXPENSES POLICY JANUARY 2016 This policy supersedes all previous policies for Staff Travel Expenses

2 Policy title Staff Travel Expenses Policy Policy HR46 reference Policy category Human Resources Relevant to All Staff Date published February 2016 Implementation February 2016 date Date last January 2016 reviewed Next review January 2018 date Policy lead Louise Thomas, Head of HR & BP Contact details Telephone: Accountable director Approved by (Group): Approved by (Committee): Document history Membership of the policy development/ review team Director of Nursing and People Workforce Committee July 2015 Joint Policy Sub Group September 2015 Date Version Summary of amendments Dec n/a July Updates on allowances and inclusion of the new Click Travel Portal HR; Staffside Representatives; Trust Managers/Directors & Nursing Leads Consultation Joint Policy Sub Group; Workforce Group DO NOT AMEND THIS DOCUMENT Further copies of this document can be found on the Foundation Trust intranet. STAFF TRAVEL EXPENSES POLICY_HR46_JANUARY 2016 i

3 Contents Page 1. Introduction 1 2. Definitions 1 3. Scope of the Policy 1 4. Health and Safety 1 5. Public Transport 2 6. Cycling Allowances and Schemes 3 7. Use of Taxis 4 8. Motorised Transport 6 9 Completion of Expense Claim Forms Authorisation of Expense Claim Forms Deadline of Expense Claim Forms Standing Financial Instructions Frequent Travel Useful Websites Dissemination and Implementation Audit and Review References and Related Policies Associated Documents Appendix 1: Travel Subsistence Expenses Claim Form 18 Appendix 2: Equality Impact Assessment Tool 20 STAFF TRAVEL EXPENSES POLICY_HR46_JANUARY 2016 ii

4 1. INTRODUCTION 1.1 This policy sets out the procedure for all workers completing a travel expense claim form in order to claim travel expenses incurred as a result of their duties of employment, within Camden & Islington NHS Foundation Trust. 1.2 The Trust will reimburse legitimate expenses incurred by members of staff in the course of their duties as long as the appropriate documentation is provided to substantiate the claim. 1.3 The Trust does not reimburse costs incurred for workers home to work travel under any circumstances including temporary or permanent relocation to an alternative workbase, but excess work-related travel costs which leave the claimant out of pocket are eligible for reimbursement. This policy explains under what circumstances workers may claim. 2. DEFINITIONS 2.1 Base place of work. 2.2 C&I Camden and Islington NHS Foundation Trust. 2.3 Claimant Individual making claim for expenses incurred. 2.4 Worker Individual that is employed by, or working on behalf of, C&I, either as a: permanent member of staff, fixed term contract member of staff, temporary member of staff on secondment, trainee, contractor, consultant or volunteer. 2.5 Authorising Officer Claimant s line manager, or appropriate Authorised Signatory. 3. SCOPE OF THE POLICY 3.1 This document is concerned with the process of booking travel and claiming for the cost of travel expenses wholly, necessarily and exclusively incurred whilst fulfilling the duties of employment within the Trust. 3.2 This policy and procedure is applicable to all workers, as defined in paragraph All workers are required to read this document in full when submitting a travel/expenses claim for travel expenses incurred. 4. HEALTH AND SAFETY 4.1 The health, safety and wellbeing of Trust employees are paramount and the Trust strongly advises employees who do frequently travel as part of their work to remain safe. This includes ensuring protective clothing is worn when appropriate, observing the Highway Code at all times, and ensuring their vehicle remains roadworthy. Employees who travel frequently should ensure they take short rest breaks and have their eye sight checked bi-annually. Patient confidentiality is also important, so employees should ensure any confidential data is securely stored at all times whilst travelling to maintain data protection. See section 13 for further information on the Highway Code and road safety information. 1

5 5. PUBLIC TRANSPORT 5.1 UNDERGROUND (TUBE), RAIL, BUSES Under the terms and conditions of service, workers will be reimbursed for any excess cost incurred whilst travelling for work related purposes, on underground, overland trains, rail and buses. Workers are expected to seek the most cost effective option available for work related travel For rail travel workers may claim the cost of a standard class ticket. If they can book their journey in advance, or can travel outside peak hours, they should seek to use the cheapest standard class ticket available, (for example saver and other advanced purchased tickets). A valid receipt must be submitted with the travel expenses claim form Workers who purchase a travel card (e.g. daily, weekly, monthly and annual travel cards / tickets - including an Oyster card) for home to base travel are not eligible to claim for any additional business travel which is undertaken within the zones covered by the home to base travel card Where the worker has to travel across zones that are not covered by their home to base travel card the excess travel expense will be reimbursed on the production of relevant receipts of fares. The cheapest option may be to purchase an extension for the extra zones, in which case a receipt for this will be required, or it may be that the cheapest option is pay-as-you-go on an Oyster card An Oyster card will allow a worker to pay as they go on top of their current travel card. Workers have to become an Oyster online account holder, register their Oyster card and purchase pay as you go credit online or sign up for auto top-up. They will then be able to print their journey history statement and submit this as their receipt in order to claim their travel expenses from the Trust Staff who do not have a travel card but who use pay as you go Oyster cards will have to become an Oyster online account holder, register their Oyster card and purchase pay as you go credit on line or use auto top up so that they are able to print off their journey history and claim their travel expenses If a worker is not an Oyster online account holder they will have to purchase a ticket and produce a receipt. It is important to note that journey history on Oyster cards is only kept on line for 8 weeks; journeys must be printed off regularly in order to claim When claiming for these fares, please record details of the journey (from and to destination and purpose of trip). Staff should ask for a receipt for the cost of the ticket and attach this (with the used tickets, if not collected), to the Travel Expense Claim Form Please note that journeys within the last 48 hours may not show on the journey history There is a 5 charge for an Oyster card. This fee is refundable from any ticket office if the card is no longer required Where workers solely use the Oyster card for business journeys, they may claim the 5 cost of the card back from C & I. Evidence that the card is not used for personal journeys will be required in support of the claim (for example a print out of the journey history from the TFL website). Reimbursement of the 5 will not be authorised where the staff member carries out a combination of business and personal journeys. Workers are advised to keep Oyster Cards and contactless bank cards separate when touching in 2

6 and out of card readers to avoid card clash. Reimbursements will not be made for any payments by contactless bank cards used for any journey made for work purposes All claims must be verified and authorised by an authorised signatory. Authorised signatories are responsible for ensuring the claims are correct and adhere to the Travel Expenses Policy. 5.2 SEASON TICKET LOAN The annual season ticket loan for yearly rail and bus travel is an interest free loan for all permanent C & I staff (including fixed term of 1 year or more), whether full time or part time regardless of whether they are required to travel on C & I business for work purposes or not Workers should complete an application for the season ticket loan. These should be authorised by line managers and sent to the Trust s Finance Department Within one month of the ticket being purchased, staff are required to provide the Finance Department with documentary evidence of the purchase, such as a photocopy of the ticket and the receipt There is no maximum loan amount Staff are not eligible to claim a season ticket loan if a Bicycle loan is claimed. 6. CYCLING ALLOWANCES AND SCHEMES 6.1 The Trust will reimburse workers who use their bicycle during work time to travel to and from sites whilst on Trust business. The bicycle allowance is 20 pence per mile. 6.2 Any member of staff can claim the cycle allowance for work-related journeys made by bicycle. They should claim the cycle allowance for the journeys they make using the standard Travel/Expenses claim form (Appendix 2). 6.3 As part of its commitment to health promotion and to Green Transport, the Trust wishes to encourage all members of staff to use bicycles rather than motor transport whenever possible. Therefore, a member of staff who claims an essential motor transport allowance is also eligible to claim the occasional cycle allowance for any work-related journeys he or she makes by bicycle. 6.4 If a worker receives a cycling allowance they can still claim for public transport fares when they have taken public transport for a work related journey. 6.5 If a worker gets a cycling allowance they remain eligible for a season ticket loan. 6.6 All bicycle users must maintain a record of miles travelled to be viewed by the line manager on request. 6.7 The Trust provides a salary sacrifice scheme for bicycles which would be repaid through salary repayments. For further information, please visit the staff intranet page. 7. TAXIS The aim of this section is to: Provide staff with information on eligibility for taxi use 3

7 Reduce Trust expenditure on taxis Comply with NHS and Governmental green travel objectives Provide information on alternate travel arrangements for staff Provide advice on completing taxi booking forms 7.1. NHS Camden provides the Trust with a Transport Services Department. Both Camden and Islington NHS Foundation Trust and Transport Services will actively promote environmental travel wherever possible to assist in cutting costs, meeting NHS green travel objectives, in line with NHS, Government and Transport for London targets. 7.2 TAXI CONTRACTS The Trust has a contract with a local taxi company. A booking form can be obtained through Transport Services (Tel: Fax: ). Staff should use this service in the first instance. Staff should not book a taxi themselves through another company and claim reimbursement through petty cash or payroll, unless it is not possible to use the local taxi firm, i.e. where a journey commences out of London The Trust also has a contract with a company to provide an ambulance service which can be used to escort patients. Where a site regularly transport patients they should consider utilising this service as it is more cost effective than booking a high volume of taxis. Sites should contact Transport Services for more information. 7.3 WAITING TIMES Every effort should be made to avoid letting the taxi wait. A maximum waiting time of 10 minutes is imposed on all taxi bookings. The taxi will leave after this time expires as waiting time charges are high Extensions can be made to the 10 minutes waiting time by contacting Transport Services by telephone requesting additional specified time. The taxi will not wait indefinitely A taxi can wait and return patient if the destination is over 15 miles away or if the wait is not longer than 10 minutes. All wait and return requests must be made verbally with Transport Services Any waiting times must be signed off by the staff member before leaving the taxi and not left blank for the taxi company to complete. 7.4 PATIENT TAXIS Taxis are for essential patient use. All patients should use public transport where possible. If a patient is not well enough, either mentally or physically, they can be escorted to appointments or visits in a taxi or an ambulance. 7.5 STAFF TAXIS Staff should only be using taxis in exceptional circumstances and should use public transport where possible. 4

8 7.5.2 Staff taxis for general transportation are prohibited. Staff may utilise taxi transport provision if carrying large and/or numerous items for seminars, home visits or training. Staff may also use taxis one way when carrying drugs, cash or similar. Couriers can be booked through Transport Services on Tel: Fax: Journeys will not take place if the above criteria are not fulfilled Staff escorting patients to a destination by taxi or ambulance will not be entitled to use that transport for the return journey regardless of distance. All return journeys for staff only must take place on public transport. Transport Services will assist with any travel planning and the Procurement Department on will assist with travel reservations such as booking train tickets for return journeys When staff wish to use taxis for return or unaccompanied journeys, permission should be requested from their Assistant/Associate Director. Authorisation of use of taxis will be based on cost, efficiency and staff safety Staff who are returning alone to their place of work at night, after escorting a patient to a local alternate NHS body can utilise taxis for safety reasons. Night time is classed as travelling after (9pm) and before (6.00am) Taxis will not be provided and must not be requested to transport staff to or from their home address or be used for any personal/work reason unless in an emergency situation and authorised in writing by an Associate Divisional Director or by the out of hours manager. During the night short distance bookings will be allowed. Between the hours of 9pm and 6am on call Doctors are permitted to use taxis from their home to the workplace. Repeated requests of this nature will be recorded and submitted to the Finance Director on a regular basis In circumstances where staff shortages indicate a taxi is required to enable quick return of staff, a taxi may then be sent. However, where public transport takes less time or up to a maximum of 10 minutes longer travel time than a taxi, this request will be refused Managers and senior staff may organise taxis for staff on Christmas Day, Early Boxing day morning and early New Year s Day morning, when public transport is not running. However, limited taxis are available and the deadline for booking them with Transport Services is vember Transport Services will send notification of this from August. Another option is for staff to organise their own transport over the Christmas period and re-claim this expense via their finance department. 7.6 COMPLETING TRANSPORT BOOKING FORMS All bookings must be made on the standard forms provided by Transport Services and faxed to Transport Services on Telephone bookings are not accepted All budget holders who have requested a transport account have been issued with a TASC number. This number must appear in its designated place in the top right hand corner of every form. Forms must be written using block capitals. Untidy or difficult to read forms will result in mistakes being made or taxis not being dispatched Please ensure that the following is filled in correctly when completing request forms: 5

9 TASC number Date and time Pick up destination address (including post code) Drop off destination address (including post code) Contact name and number, including mobile number for the passenger where possible Reason for booking a taxi Reason why public transport cannot be used Parking restrictions within London often mean a taxi cannot stop directly outside a collection address or the driver cannot leave the vehicle. Supplying a mobile telephone number of the passenger will assist in preventing delays and assist the driver in locating the passengers Transport Services must be notified immediately of any changes by phone. The taxi will only travel to locations specified by Transport Services, not the passenger. 7.7 COLLECTING PASSENGERS FROM EXTERNAL LARGE ORGANISATIONS When requesting a collection from a large organisation such as an acute hospital, an exact location within the building must be given. Outpatient departments are often large areas so therefore specific instructions must be given. 7.8 COLLECTING PASSENGERS FROM ADDRESSES IN A NO STOPPING ZONE Taxi drivers are not allowed to stop/and or leave the vehicle in certain zones in the London area. It is the responsibility of the person making the booking to ensure collection points are in an area where the taxi can safely and lawfully stop. 8. MOTORISED TRANSPORT 8.1 For those staff for whom travel by motorised transport (e.g. Car, motorbike, moped) is essential for Trust business, the following procedure applies. This may include home visiting, attending conferences, and meetings where public transport is difficult. 8.2 MILEAGE RATES Journeys from home to base and back home are private mileage journeys and are not allowable under this policy There are limited exceptions to this rule and are covered by the following circumstances: Where home is designated base, in which case workers can claim all mileage which is wholly, necessarily and exclusively incurred whilst fulfilling the duties of their employment within the Trust. Where an employee travels from home to a different place of work, and the mileage is greater than they would normally travel to work, they are entitled to claim any out of pocket expenses. For example if an employee normally travels 10 miles from home to place of work but travels 15 miles from home to a different place of work, they are entitled to claim 5 miles. 6

10 8.2.3 There are two different categories of mileage which are eligible for reimbursement outlined below. The current reimbursement rates for each category can be obtained from payroll or HR. 8.3 PUBLIC TRANSPORT RATE (PTR) PTR is the rate reimbursed for all mileage including mileage between Trust sites, for training courses, conferences, and external forums and for journeys outside the geographical area of C&I. The PTR is set by the Department of Health on an annual basis Any travel claims for training courses or conferences must also be claimed on the Expenses form. 8.4 PASSENGER MILES Where a colleague accompanies a claimant on a journey as a passenger for the purpose of carrying out Trust business, the claimant may claim passenger miles for that journey. The mileage claimed should be recorded on the travel expense claim form Claimants are required to calculate their mileage according to their vehicle s odometer A log must be maintained by the claimant detailing the date of the journey, start and finish odometer reading relevant to the journey and the reason for the journey. This should then be used to complete the expense claims The log should be included with all mileage expense claims made. If this log is not included by the claimant, then the authorising officer should not authorise the claim form Claimants are not able to choose their route for their own convenience or for financial benefit. The shortest practicable route is to be taken in all circumstances Reimbursement will be calculated on the costs of travelling by the most direct route. However, authorising officers will apply discretion in claims for longer mileages where going a shorter route at certain times of the day, such as rush hour, or for known road works, would mean an untenable delay particularly in light of the needs of patients. 8.5 CONGESTION CHARGING All staff (except those excluded, exempt or discounted please refer to section on exemptions below), driving or parking a vehicle on public roads in the congestion charging zone in London central from 7am to 6.00pm, Monday to Friday, will have to pay a daily charge. Payment of this charge allows them to enter, drive around, and leave the charging zone as many times as they wish that day. There is no congestion charge at weekends or on public holidays Exemptions There are a number of people who are either exempt from the charge or who receive a discount. These are: Drivers of motorbikes, mopeds and bicycles London licensed Taxis and minicabs Vehicles used by disabled persons that are exempt from Vehicle Excise Duty 7

11 Vehicle Excise Duty Licensed buses with 9 or more seats Emergency services vehicles 90% Discount Each eligible resident in the zone (Allowed for one private vehicle should have been registered with Transport for London by 26 January 2003). 100% Discount Vehicles used by Blue and Orange Badge holders (should have registered with Transport for London by 26 January 2003) Alternative fuel vehicles meeting strict emissions standards Vehicles with 9 or more seats, not licensed as buses Vehicles used to transport an eligible NHS patient to attend NHS appointments NHS staff undertaking certain operational journeys: Workers undertaking certain operational journeys on behalf of the NHS inside the congestion charging zone, and certain NHS patients travelling to appointments, will be eligible for a 100% reimbursement of the congestion charge. These are summarised below: o A vehicle used by an NHS employee in the course of their operational duties to carry: o Bulky, heavy or fragile equipment or supplies; o Patient notes or other clinically confidential material o Controlled drugs; o Clinical waste, radioactive materials, contaminated sharps or nonmedicinal poisons; o Prescription only medicines or waste medicinal products; or o Clinical specimens, body fluids, tissues or organs. A vehicle used by an NHS employee when on call and responding to an emergency. Other legitimate duties carried out by an employee on behalf of the NHS and approved by C & I. Eligible NHS workers include doctors, nurses, GPs, consultants, support staff, locums and agency staff. In special cases, the Trust may consider refunding the costs of the congestion charges for staff not covered by Transport for London exemptions. If an employee feels they have a special case not covered in this guidance that the Trust should consider, they should contact their manager Claiming Reimbursement Please note that in all cases the reimbursement is only available for the day on which a vehicle is used to undertake an eligible journey and that eligible staff will need to pay the congestion charge themselves on the day of travel into the zone. This will then be reimbursed. 8

12 Staff can claim a reimbursement by filling in the travel expense form and providing a receipt. Once the travel expense form has been authorised by an authorising signature, it must be sent to the Finance Department prior to being sent to Payroll as Finance can reclaim the cost of the congestion charge from TFL. Where staff pay the congestion charge via phone, no receipt is required but claims must be limited to the actual amount of expense incurred. 8.6 PAY AND DISPLAY METERS Before parking in pay and display meters employees should make themselves aware of the local council rules. If required to park off site away from the work base on a work assignment employee are eligible to claim for parking meters fees. Employees are not eligible to claim for meter fees for parking at their work base To claim reimbursement please fill in the travel expenses form (appendix 2) with receipts (or evidence of appointments) attached and forward to the Payroll Department. Where staff pay parking fees via phone, no receipt is required but claims must be limited to the actual amount of expense incurred. 8.7 PARKING FINES Employees have a responsibility to be aware and abide by the local council s rules. In the majority of cases, parking fines incurred will be paid by the member of staff. However, if staff, on official business and in extreme circumstances, incurs a parking fine the Trust will support staff in making an appeal against the fine. The Trust will, in special cases, agree to pay the fine if supported by the appropriate line manager. 8.8 LEASE CARS The Trust has a number of lease cars assigned to various teams/services. These are managed by Transport Services. All new lease cars are issued with a fuel card. Fuel cards work in the same way as a credit card but are only authorised for the purchase of either petrol or diesel (depending on the specific vehicle) and oil. Cards can be used at any major filling station and are not linked to a particular distributor To enable any approved driver to purchase fuel for their vehicle, there is no signature check on the card. However, each card can only be used to buy fuel for the specific vehicle to which it has been assigned. This arrangement is designed to allow flexibility without compromising security At the end of each month, the Trust receives a single invoice for all fuel cards. Each card s use is itemised at the time of purchase. This enables the Trust to calculate the total amount of fuel purchased for each vehicle and its cost. This information is used to automatically debit the appropriate budgets, specified when the lease car is ordered Like a credit card, fuel cards should be kept safe at all times. If the card is lost or stolen it should be reported to Transport Services immediately, where arrangements will be made to cancel the card and issue a replacement. The issue of replacement cards takes up to 5 working days Record keeping is very important when a vehicle is used by more than one person. A log of vehicle use must be maintained to record whom was using the vehicle at any given time. 9

13 8.8.6 For more information on lease cars please refer to the Trust Vehicle Users Guide available from Transport Services. 9. COMPLETION OF EXPENSE CLAIM FORMS 9.1 The payroll number, band/grade and full name must be provided on the claim form. 9.2 The home address and address of work place must be provided in full including all postcodes. The particular department of employment must also be provided. 9.3 With regard to vehicle details, the make, model, registration number, cubic capacity (engine capacity) and fuel type must be completed in full. 9.4 The full date of travel including the day, month and year must be provided for each mileage entry. 9.5 Full details of the from and to journey must be provided. This must include the road name and full post code. It is not acceptable to write client s home, visits or base on the journey from and to details. Journey details must never be abbreviated. 9.6 Where multiple journeys are undertaken before returning to base, each individual visit must be recorded as a separate entry. 9.7 The purpose of the journey must be completed. For example client visit or meeting. 9.8 Incomplete claim forms will be rejected by the authorising officers and returned to the claimant, or authorising officer if there is an issue with the authorisation of the form. 9.9 Claimants should ensure the information they provide on the claim form is legible. Ineligible writing may result in claims being rejected or delayed. It is suggested that claims are typed where handwriting is unclear. An electronic version of the form can be found on the intranet under Finance forms Any amendments made to the claim form must be initialled by the claimant and countersigned by the authorising officer Once complete the claimant must sign the declaration on the travel expense claim form The travel expense claim must be forwarded for authorisation to an appropriate authorising officer Any attempt to submit a fraudulent travel expense claim will be treated as a serious offence and could result in disciplinary action being taken against the employee following an appropriate investigation in accordance with the Trust s Disciplinary procedures and the Counter Fraud and Corruption Policy. Cases may be referred to the Police The Trust is not obliged to reimburse candidates travel expenses incurred as a result of attending interviews or assessments as part of a recruitment episode. Managers can however use their discretion and reimburse candidates if they are at a sufficient detriment as a result of attending an interview (e.g. if an applicant has travelled a significant distance to attend an interview or assessment). Managers should contact the Recruitment Team in HR for further guidance. 10

14 10. AUTHORISATION OF EXPENSE CLAIM FORMS 10.1 The Payroll Department retains details of all current authorising officers on an authorised signatories database It is the responsibility of the authorising officer to ensure they are recorded as such on the authorised signatories database before authorising claim forms Claim forms received by Payroll within the required deadlines will be checked. Payroll will verify the authorised signatories on the claim forms to ensure the form has been appropriately authorised Incomplete claims, claims for non-allowable expenditure or materially incorrect claims will be returned to the originator. Claim forms authorised by a signatory who does not appear on the authorised signatories database will not be processed and will be returned to the originator All employees have a duty of care to spend public funds in a proper manner. This means that the budget they are responsible for is spent only on necessary items. Authorising officers must check claim forms for reasonableness and challenge what they see as excessive claims A suspicion of a fraudulent claim should be immediately referred to the Local Counter Fraud Specialist for investigation Authorising officers are responsible for verifying the mileage claimed by workers Authorising officers are required to carry out a 10% spot check of the expense claims they authorise to verify the exact mileage claimed Mileage claims may be checked against attendance records, rotas, joint client logs and activity records to ensure that workers have claimed mileage to which they are entitled to. Authorising officers will retain a mileage matrix detailing standard mileage between Trust sites. This will be used to verify mileage claims On line journey planners may also be used to verify the accuracy of mileage claimed Claimants may be required to produce work diaries as evidence of visits undertaken Claims must only be authorised by an appropriate authorising officer Where authorising officers are required as part of their duties to authorise expense claim forms, they must ensure that the form is complete and complies with these guidelines. Under no circumstances should they approve incomplete or non-compliant forms Authorising officers should cease to authorise claims on expiration of entitlement and will be responsible for informing Finance that the entitlement has ceased. The Finance Department will then be responsible for amending the authorised budget stamps database accordingly and informing payroll of any changes The authorised signatory must sign and date the travel expense form below, or next to, the claimant s signature and approve the form with the correct budget authorisation stamp in line with C&I s Scheme of Delegation. This must also be signed and their full name provided. 11

15 10.16 Claim forms for claimants on the Trust s payroll must be sent to: FAO C&I Payroll Controller, Equiniti ICS, 205 Airport Road West, Belfast, BT3 9ED. Faxed or ed copies will not be accepted. For all other claimants, claim forms should be submitted to Accounts Payable, Finance Department, 3 rd Floor West Wing, St Pancras Hospital, 4 St Pancras Way, London, NW1 0PE Authorised claim forms must not be returned to the claimant prior to payment. 11. DEADLINE FOR SUBMISSION OF CLAIMS 11.1 Expense claims should be submitted to payroll within 12 weeks of the expense being incurred For claimants on the Trust s payroll claim forms should be submitted to our payroll provider, Equiniti, no later than the 5 th of the month to ensure payment in that month For all other claimants, claim forms should be submitted to Accounts Payable at St Pancras Hospital, no later than 5pm on Wednesday of the week that payment is expected. 13. FREQUENT TRAVEL 13.1 A pre-paid self-service travel portal, Click Travel is available to employees who frequently require travel and/or accommodation outside of London. Please contact the Procurement department ( or Procurement@candi.nhs.uk) to see if you are eligible, and for further information. Access will need to be authorised by the appropriate Divisional Director or more senior member of staff Incorrect use of the travel portal, e.g. through inaccurate booking, fraudulent booking, or booking for personal use, may result in Disciplinary action and you may be required to reimburse the Trust. Full user guidelines will be provided by the Procurement Department. 12. STANDING FINANCIAL INSTRUCTIONS 12.1 The following extracts are from the Trust s Standing Financial Instructions (SFI s) that relate to the compliance with the above procedures and guidelines, and possible sanctions that can, and will, be taken in accordance with C&I s disciplinary procedures, should there be a failure to adhere to the Travel Claim Procedures: 12.2 FAILURE TO COMPLY WITH STANDING FINANCIAL INSTRUCTIONS AND STANDING ORDERS IS A DISCIPLINARY MATTER THAT COULD RESULT IN DISMISSAL 12.3 Overriding Standing Financial Instructions If for any reason these Standing Financial Instructions are not complied with, full details of the non-compliance and any justification for non-compliance and the circumstances around the non-compliance must be reported to the next formal meeting of the Audit Committee for referring action or ratification. All members of the Board and staff have a duty to disclose any noncompliance with these Standing Financial Instructions to the Director of Finance, and also the forthwith to the Chair of the Audit Committee, as soon as possible The Director of Finance or designated auditors, either on their own initiative or at the bequest of the Audit Committee, are entitled without necessarily giving prior notice to require and receive: 12

16 a) Access to all records, documents and correspondence relating to any financial or other relevant transactions, including documents of a confidential nature; 12.5 Whenever any matter arises that involves, or is thought to involve, irregularities concerning cash, stores, or other property or any suspected irregularity in the exercise of any function of a pecuniary nature, the Director of Finance or the Chair of the Audit Committee must be notified immediately. 13. USEFUL WEBSITES Maps and Directions: Journey Planner and Oyster Information: Congestion Charge Information: The Highway Code: Driving and Cycling Safety Information: DISSEMINATION AND IMPLEMENTATION 14.1 This document will be circulated to all managers who will be required to cascade the information to members of their teams and to confirm receipt of the procedure and destruction of previous procedures/policies which this supersedes. It will be available to all staff via the Trust intranet. Managers will ensure that all staff are briefed on its contents and on what it means for them. 15. AUDIT AND REVIEW 15.1 Authorising Officers are responsible for checking claims made under this policy to ensure they are made in accordance with Camden and Islington NHS Foundation Trust policy. Internal Audit and the Counter Fraud Service may also undertake audits to check compliance with this policy. This policy will be reviewed in 2 years from date of ratification. 16. REFERENCES AND RELATED POLICIES Agenda for Change NHS handbook TFL website Camden and Islington NHS Foundation Trusts Standing Financial Instructions Taxi usage for staff in the Care Trust Transport Services - Taxi Use Policy Transport Services - Trust Vehicle Users Guide available DSE Eye Test Policy 13

17 Travel Expenses Policy Appendix 1: Travel Expenses Claim Form CAMDEN AND ISLINGTON NHS FOUNDATION TRUST EXPENSE CLAIM FORM Payroll number: Job title: Band / Grade: Mr/Mrs/Miss/Ms: Surname: First Name: Reference Number(s) for Prepaid Bookings: Department: Car Details (Make, Model, Engine Size, Registration Number): Home Address: Base: Placement: Mode of transport from home to base: Mileage from home to base, return (if claiming mileage): Public transport rate from home to base return (if claiming tube/bus/rail fares): Please note that only excess travel costs are eligible for re imbursement. Claimants may claim for any work related travel which exceeds their usual home to base travel costs EXPENSES DETAILS Date Details of journey / expenses To submit on a monthly basis Reason for journey / expense. Please include the details of journey undertaken including the start and end destination (full postal code) Actual Miles Excess miles being claimed Passenger miles Expenses Receipts to be attached Passenger name Public transport (tube/bus/national rail) cost Excess cost Being claimed Subsistence Additional costs Receipts to be attached Other specify) (please 18

18 Travel Expenses Policy Totals Please ensure the form is completed clearly and in full. The amount of excess mileage eligible for reimbursement is the number of miles from home to placement or destination, less the number of miles from home to base hospital. This figure should then be multiplied by 2 to get the total amount for the return journey. Mileage is paid at a rate of.24p a mile. The amount of payment eligible for reimbursement in relation to public transport rate is the excess cost incurred for work related travel (in comparison to your normal travel cost for home to base travel costs). The un-shaded total boxes are the costs claimed for reimbursement. I declare (a) the mileage and other expenses shown above were incurred whilst engaged on the business of the NHS and are in accordance with Agenda for Change General Conditions of Service and (b) That no claim in respect of any of the above mileage/expenses has been made on any other authority. I understand that if I knowingly provide false this may result in disciplinary action and I may be liable for prosecution and civil recovery proceedings. I consent to the disclosure of information from this form to and by Camden and Islington NHS Foundation Trust and the NHS Counter Fraud and Security Management for the purpose of verification of this claim and the investigation, prevention, detection and prosecution of fraud. Claimant s signature: Print full name: Date: Contact Number: Manager s / supervisor s signature: Print full name: Date: Contact Number: Ensure your manager approves the form with the correct authorisation stamp and signs it. When certified this claim should be forwarded to: FAO C&I Payroll Controller, Equiniti ICS, 205 Airport Road West, Belfast BT3 9ED by the 5 th of month in which payment is expected. If you are not an employee, or on the Payroll of Camden & Islington NHS Foundation Trust, then please forward the certified claim form to: Accounts Payable, 3 rd Floor East Wing, St Pancras Hospital, 4 St Pancras Way, London, NW1 0PE, by 5pm on the Wednesday of the week payment is due. 19

19 Travel Expenses Policy Appendix 2 Equality Impact Assessment Tool Yes/ Comments 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 2. Is there any evidence that some groups are affected differently? 3. If you have identified potential discrimination, N/A are any exceptions valid, legal and/or justifiable? 4. Is the impact of the policy/guidance likely to be negative? 5. If so can the impact be avoided? N/A 6. What alternatives are there to achieving the policy/guidance without the impact? N/A 7. Can we reduce the impact by taking different action? N/A 20