South Staffordshire and Shropshire Healthcare NHS Foundation Trust

Transcription

1 South Staffordshire and Shropshire Healthcare NHS Foundation Trust Document Version Control Document Type and Title: Authorised Document Folder: New or Replacing: Document Reference: Version No. v2.0 Travel Expenses and Subsistence Policy RED Finance Replacing F/RED/08 (October 2006) F/RED/08 Implementation Date: January 2014 Author: Approving body: Belinda Lucas, ESR Lead HRODE Sub Committee Approval Date: 27 th November 2013 Ratifying body: Board of Directors Ratified Date: 30 th January 2014 Committee, Group or Individual Monitoring the Document: HRODE Sub Committee Review Date: December 2016

2 Contents Travel Expenses and Subsistence Policy/R/GRE/08/v2.0 January Introduction 2. Policy Scope 3. Trust Board responsibilities 4. Divisional Director responsibilities 5. Managers responsibilities 6. Claimants responsibilities 7.0 General Guidelines & Principles 7.1 Business Expenses (Car Mileage/Passenger mileage) 7.2 Business Expenses (Train and Air fares) 7.3 Business expenses (Taxi /Tolls/Tube/Car Parking) 7.4 Accommodation and Meals 7.5 Overseas travel 7.6 Phone Calls 7.7 Course & Conference travel and expenses 7.8 Excess mileage 7.9 Transporting equipment 7.10 Other Expenses i.e. petty cash items 8. Frequently Asked Questions (FAQ) Appendix 1 - Guidance notes on completion of Claim forms (including journeys starting or ending at home. Appendix 2 Excess travel authorisation form. Appendix 3 Reimbursement rates and conditions until 30 June 2013 Appendix 4 - Reimbursement rates and conditions from 1 st July 2013 Appendix 5 Change of Private Car Details Form Appendix 6 Home to Base journeys that can be reimbursed 2

3 Business Travel and Expenses Travel Expenses and Subsistence Policy/R/GRE/08/v2.0 January Introduction 1.1 This policy seeks to ensure that all staff are aware of arrangements for the entitlement to claim reimbursement from NHS funds for expenditure necessarily incurred during the course of their work. This policy states that only extra expense necessarily incurred during business or course attendance will be reimbursed. 1.2 It sets out the duty of the individual to ensure any claim is accurate and legitimate and the duty of the manager to confirm, so far as is practicable to do so, that the claim is right and proper and consistent with any advance authorisation which may have been given. 1.3 It also sets out to ensure the best use of public monies at all times. The Trust has effective internal control arrangements in place to provide that only the rates and allowances listed in the sections below are paid to members of staff in accordance with Agenda for Change, the Medical & Dental handbook, TUPE T&Cs and pre determined local arrangements. 1.4 All expenditure on travelling and other allowances should be capable of justification by reference to this policy and irregular claims are open to be challenged. 1.3 Claims for expenses should be made using the Trust s electronic expenses system. 2. Policy Scope 2.1 The guidance and principles set out within this policy apply equally to: All directly employed staff; Non Executive Directors, Any persons representing or undertaking work on behalf of the Trust where an agreement is in place to meet expenses. 3. Trust Board responsibilities 3.1. The Trust Board has responsibility to oversee this policy and to ensure that the management of the provisions for claiming and authorising expenses incurred on Trust business are dealt with in accordance with National and locally agreed Terms and Conditions of Service relating to expenses and with legislation and guidance. This policy has been produced to assist with the process. 4. Divisional Director Responsibilities 4.1 Divisional Directors are responsible for the implementation of this policy and for ensuring that their managers and staff are aware of their responsibilities under it. 3

4 Travel Expenses and Subsistence Policy/R/GRE/08/v2.0 January Managers Responsibilities 5.1. When authorising the initial use of a vehicle, to ensure that the driver has a current valid driving licence, MOT certificate (if required dependant on the age of the vehicle) and motor insurance which covers business travel in that vehicle. To ensure the form at Appendix 5 is completed and sent to Payroll Services to enable reimbursement against the vehicle. 5.2 From 1 st July 2013, record the above checks in the e-pay system. Also to record responses in the e-pay system to an annual declaration questionnaire sent to staff as described at Section Consider and act on any risk to Health and Safety if notified by the claimant of any change to the above conditions e.g. loss of license, health issues affecting ability to drive. 5.4 Claims must be authorised by close of play on the 3 rd of each month in order to be paid to claimants in the same month. If the 3 rd falls on a weekend or Bank Holiday, then the deadline moves to close of play on the next working day. 5.5 To ensure that claims have been made in accordance with the relevant Terms & Conditions handbook and in line with this policy before authorising claims for travel and expenses. 5.6 To ensure the reasonableness of the claims that they authorise. 5.7 To ensure that claims are evidenced by valid receipts In the case of subsistence allowance claims, to certify payment, provided that Lunch the claimant spent more on a meal than they would have done at base, and that they were more than 5 miles away from base in a straight line, for more than 5 hours covering to 2pm. Evening meal the claimant was more than 5 miles away from base in a straight line, for more than 10 hours and was unable to return to base or home before 7pm. The Trust requires a receipt for expenditure in the above instances. 5.9 To ensure that staff claims comply with Trust anti-fraud requirements and that staff act with propriety in the use of all official resources when submitting their claim forms. 6. Claimants Responsibilities 6.1 All claims should be submitted within one month of incurring an expense. The deadline for submitting claims is noon on the 3 rd of each month. If the 3 rd falls on a weekend or Bank Holiday, then the deadline moves to noon of the next working day. 4

5 Travel Expenses and Subsistence Policy/R/GRE/08/v2.0 January Claimants will make claims in accordance with the relevant Terms & Conditions handbook, in line with this policy, and e-expenses guidance. They will submit one claim per month from the start to the last day of the month (except if the vehicle changes mid month, in which case a claim is needed for each vehicle). 6.3 Claimants will notify Payroll Services of any change to their private vehicle by completing the Notification of Private Car Details form at Appendix 5 and on the Trust s web page, Under Working for Our Services /E-expenses at Record/E-Expenses/General-Information.aspx 6.4 When using their own vehicle for business purposes, the claimant must ensure that they ;- hold a valid driving licence the vehicle used has a valid MOT certificate (dependant on the age of the vehicle) have motor insurance covering business travel on the vehicle. From 1 st July 2013, private vehicle users will be required to complete an annual declaration confirming that they meet the above requirements. Payroll Services will send the annual declaration form with monthly payslips to staff home addresses. The declaration must be completed by an advised date and returned to the manager, who will record the details of the declaration in e-pay. Failure to return the declaration by the advised date may result in mileage reimbursement being withheld until confirmation is received, and in disciplinary action being taken against the individual. 6.5 Staff will also be asked to declare that they ; are fit to drive, drive safely obey the relevant laws e.g. speed limits. 6.6 The employee must inform the employer if there is a change in status to requirements discussed at section 6.4 and 6.5. Failure to notify the manager of a change may result in disciplinary action being taken against the individual 7. General Guidelines & Principles All claims should be submitted within one month of incurring an expense. Any late expenses claims older than 3 months will not be paid except by agreement with the Director of Finance 5

6 Travel Expenses and Subsistence Policy/R/GRE/08/v2.0 January Business Expenses (Mileage) Claims for business travel should be made through Employee on Line on an electronic expense claim and should be submitted for payment within one month following the expense being incurred to comply with Standing Financial Instructions and HMRC regulations. Please see the above statement in red regarding claims which are older than 3 months As a general principle, journeys from home to work are not reimbursed. The only exceptions will be detailed in the contractual terms and conditions (e.g. Some Medical and Dental staff), or in a local agreement. These exceptions are summarised in Appendix 6 Journeys starting and ending at base will be payable in full Where travel starts or ends at a place other than base, Medical and Dental staff claim their mileage in accordance with their Terms and Conditions of Service. For all other staff, they claim the extra miles over and above the normal return home to base journey. More detailed guidance on completion of travel expenses is given at Section 11 of Appendix Journeys claimed via the Trust s electronic system (e-expenses) will automatically calculate the journeys mileage provided that addresses are entered in full. Journeys to and from client addresses need not contain the house number. The system will calculate the most direct route. It is recognised that this may not always be the most appropriate route. In some cases it may be more cost effective for staff to travel more miles over a quicker journey, offsetting the cost of the extra miles against the staff member s hourly rate The cost of using Toll roads on business journeys may be reimbursed, provided that usage is necessary and reasonable in the circumstances. If in doubt prior authorisation should be sought Where practicable to do so, car journeys should be shared. Private car holders are eligible to claim passenger miles Until July 2013, the category of re-imbursement i.e. Standard user, Regular User, or Public Transport Rate will be determined by the manager. The Trust will reimburse mileage at Standard rate as a default position. Regular User Allowance payments will not be paid retrospectively. Rates for Private vehicles are attached at appendix 3. From 1 st July 2013, changes to National AfC T&Cs will see categories and rates amended. The proposed details are available at Appendix 4. The rate for Lease Car users is as determined by the Trust in accordance with the Lease Car Policy. 6

7 Travel Expenses and Subsistence Policy/R/GRE/08/v2.0 January 2014 Any taxable benefit (as per HMRC) derived from the reimbursement of travel expenses will be taxed at source Until 1 st July 2013, managers should ensure that individuals meet the criteria for their categories described at From July 2013, private car / motor cycle users will be required to complete an annual declaration as described in Section 6.4 and All mileage payments to persons who are not employed by the trust (i.e. interviewee & Agency) will be paid at the reserve rate. Any interviewee & Agency personnel who fall within the M&D profession will continue to receive reimbursement at PTR as per NHS M&D Terms and Conditions of Services. 7.2 Business Expenses (Train & Air Fares) Given the huge variability in fares and deals available to travellers, the Trust does not set hard and fast rules around class or mode of transport. For example, a pre-booked 1 st class train ticket at a set time can represent a cost saving over a standard open ticket on some journeys. Similarly, there are very good deals available through different carriers for air fares. However a standard open ticket will represent the maximum rate of reimbursement In principle, staff should behave responsibly in making travel arrangements by, wherever practicable, taking advantage of any offers/good deals by booking early, or making journeys at times to take advantage of any discounted rates. Staff are encouraged to use the internet to explore options for timing and price and to inform their decisions regarding travel Staff should make their own travel arrangements and normally they are expected to pay for their own rail or air tickets and reclaim the cost using the Trust e-expense system. As with mileage, claims should be submitted no later that one month following the month of travel to avoid process delay. In all cases proof of expenditure (receipts) must be provided Where costs are significant or likely to cause hardship, arrangements for travel tickets/accommodation can be made using the Trust Travel Application form and Co-operative travel management process. Prior agreement by the budget holder must be obtained Managers should always satisfy themselves that proposed arrangements and costs are appropriate and reasonable in the circumstances Staff should note that the Trust does not carry insurance for employees who travel abroad on business purposes and no re-imbursement of personal insurance cover held by individuals will be made. 7

8 Travel Expenses and Subsistence Policy/R/GRE/08/v2.0 January Claims for expenses will not be met when no additional expenditure is incurred, e.g. when the employee concerned has a season ticket or travel card that covers part or whole of the journey. 7.3 Business Expenses (Taxi /Tolls/Tube/Car Parking) As a general rule taxis should only be used where this is the only feasible mode of transport or where there is an argument in terms of efficiency e.g. meetings in different parts of a city in a day, travelling with heavy items of luggage/computers or effectiveness (opportunity to work, make calls in taxi) Claims should be reasonable in the circumstances and evidenced through a receipt, clearly linked to an agreed event or meeting. Normally taxis should not be used for journeys greater than 5 miles. In exceptional circumstances reimbursement may be made for journeys in excess of this Toll expenditure will be reimbursed but managers should ensure that costs are necessary, appropriate and reasonable in the circumstances The Trust recognises that it is not always possible to provide a receipt e.g. some tube journeys. In such cases a reasonable amount can be reimbursed, provided that there is a statement made by the individual on the e-expenses system regarding the expenditure incurred and the expense is authorised by the manager Parking fines or excessive charges will not be reimbursed Staff should note that there is no obligation on the Trust to pay travel related expenses, including car parking, for staff attending their normal place of work. 7.4 Accommodation and Meals Accommodation and meals reimbursements are set out in the national terms and conditions of service. Staff can be reimbursed for any necessary extra cost of meals and accommodation arising as a result of official duties away from home. Managers must discuss and agree such expenditure with staff in advance and duly authorise reimbursement via e- expenses In practice, accommodation and meals are rarely required on NHS business travel because work away from home is usually for attendance at a conference, training event, formal visit or meeting, where meals / accommodation is often provided or included in whole or part of the overall costs. Any additional costs for accommodation or meals should be pre determined and agreed with the appropriate manager at the time of seeking approval in principle to attend the event. Reimbursement for additional expenditure for a meal and refreshments should meet the criteria in sections to of the AfC handbook, and Section 5.8 of 8

9 Travel Expenses and Subsistence Policy/R/GRE/08/v2.0 January 2014 this policy. Where there is an overnight stay, meals should be limited to The cost of lunch should be limited to The Trust requires that expenditure on meals is receipted and submitted with the related claim. Reimbursement for expenditure without prior approval will be limited to exceptional circumstances and agreed with the appropriate manager as soon as is practicable after the event Hotel rates can vary greatly and staff should explore best deals/discounts in making their arrangements. In all cases, expenditure should be appropriate and reasonable in the circumstances, taking into account the timing and location of the event and the journey time home Cost to the Trust of accommodation should normally be limited to per night for bed and breakfast in London and elsewhere. Expenditure above these rates may be approved by the appropriate Executive Director to cover specific circumstances e.g. to allow stay at the conference hotel Arrangements can be made for accommodation bed and breakfast costs to be met directly by the Trust. This can be done using the Trust Travel Application form and Co-operative travel management process. Prior agreement by an authorised signatory must be obtained Should accommodation costs be met by the individual, claims for reimbursement must always be receipted and on no account include any private expenditure. This should be done using the Trust s e-expenses system. As with mileage, claims should be submitted no later that one month following the expense being incurred. In all cases proof of expenditure must be provided In claiming for meals, staff are reminded that re-imbursement should be for necessary additional cost incurred and within the limits set out at Under no circumstances should a claim be raised for alcohol. Individuals must claim their own expenses separately and no other expenses incurred by other employees The level of re-imbursement for accommodation and expenses, particularly to support a training activity for which the individual will also benefit, will be up to an agreed amount as part of the study leave approval process The agreement of an upper limit for re-imbursement may also be appropriate in circumstances where the individual may choose for personal reasons to stay at a particular location All staff are reminded that a fundamental principal of good governance is that no one authorises expenditure personally incurred. Expenditure should always be authorised by the next in line manager/budget holder. 9

10 Travel Expenses and Subsistence Policy/R/GRE/08/v2.0 January Overseas Travel All expenditure in relation to overseas travel must be agreed in advance and should be justifiable and reasonable in the circumstances Phone Calls The Trust will reimburse staff for business calls made on personal phones. Claims should be made via e-expenses. A copy of the relevant phone bill with relevant calls highlighted should be sent to the manager to support approval of the e-expense. Managers should satisfy themselves that claims are appropriate and reasonable in the circumstances Course & Conference Travel and Expenses All course and conference travel and expenses must be agreed in advance within the study leave approval process. All Course mileage travel will be reimbursed at the public transport rate until 30 th June This rate also applies to staff who are employed as trainees or seconded onto training programmes. Course travel and expenses must be claimed via e-expenses From 1 st July 2013, additional costs incurred whilst attending courses, or conferences at the Trust s instigation will be reimbursed at the standard rates in Appendix 4 when the employer agrees that travel costs should be reimbursed From 1 st July 2013, travel costs incurred when staff attend training courses or conferences in circumstances when the attendance is not required by the Trust, will be reimbursed at the reserve rate in Appendix Excess Travel Excess travel becomes payable when a designated base is changed as the result of organisational change. Payment of excess travel will require the completion of the Excess travel authorisation form appendix 2. Excess miles must be claimed via e-expenses under Change of Base. Only the extra/excess miles travelled as the result of an organisational change of base can be claimed Temporary and permanent moves are for a maximum of 4 years and any temporary transfer time will count towards the 4 year maximum payment period if the move is made permanent. If within the 4 year period a further change of base is required to a different location then the 4 year period starts again as it is a new place of work A temporary move will be reviewed after 6 months and will last no longer than 12 months. At this point the move must be made permanent or return to the original base. This 12 month period will form part of the maximum 4 year period. 10

11 Travel Expenses and Subsistence Policy/R/GRE/08/v2.0 January Excess mileage may be subject to tax dependant on circumstances. For further information please visit the HMRC website Transporting Equipment AfC claimants who use their cars for Trust business may be required to take equipment with them. Employers have a duty of care under the Health and Safety at Work Act 1974 and related legislation, to ensure that this does not cause a risk to the health and safety of the employee. Claimants should not be allowed to carry equipment which is heavy or bulky, unless a risk assessment has been carried out beforehand. When, after the necessary assessment has demonstrated it is safe to carry equipment, an allowance (Heavy or Bulky equipment - see Appendix 4) will be paid to AfC staff for all eligible miles for which the equipment is carried, provided that either: the equipment exceeds a weight which could reasonably be carried by hand; or the equipment cannot be carried in the boot of the vehicle and is so bulky as to reduce the seating capacity of the vehicle Other Expenses Petty cash items Petty cash items up to the value of are reimbursed via a Petty Cash holder. There may in the future be circumstances in which the Trust will allow reimbursement of petty cash items via e-expenses. Details of allowable items will be published on the Frequently Asked Questions page. See Section Frequently Asked Qustions (FAQ) The Trust has published a range of FAQ on it s website under Working for our Services / ESR/E-Pay / E-Expenses at Expenses/General-Information.aspx 11

12 Expenses and Subsistence Frequently Asked Questions Q. Can I claim for Petty Cash Items via e-expenses A. Petty Cash items up to the value of are reimbursed via a Petty Cash holder. There may in the future be circumstances in which the Trust will allow reimbursement of petty cash items via e-expenses. Details of allowable items will be published on this page after consultation with Human Resources. Q. What mileage rate will I be reimbursed at for union duties? A. Business rate will apply. Q. How do I claim for course expenses? A. See AP. If ee pays themselves, enter the date of payment as the claim date on E-expenses, and then the course date and details in the description box.

13 Guidance Notes on completion of Claim Forms Appendix 1 1. Claims for expenses incurred whilst on authorised Trust business or courses must be claimed via e-expenses and should be claimed in accordance with the relevant Terms and Conditions of Service and policy and guidance. 2. Claims should be submitted within one month of the expense being incurred. 3. Only one claim per month from the start to the end of the month should be submitted (except if the vehicle changes mid month, in which case a claim is needed for each vehicle). 4. Claims must be submitted by noon of the 3 rd of each month to ensure same month payment. If the 3 rd falls on a weekend or Bank holiday, the deadline become noon of the next working day. 5. Details of how to access e-expenses, make a claim, submit receipts and how as a manager to approve a claim are held on the Trust s website under Working for our Services/ Electronic Staff Record/ESR/ E-Expenses at Expenses/General-Information.aspx 6. The details of each journey made on Trust business should be recorded and should include the date when the journey was made; reason for the journey, details of each journey including the starting point, all places visited and the final destination and the business mileage claimed. 7. If using Google maps to calculate mileage travelled, full address details must be entered in e-expenses. Journeys to and from client addresses need not contain the house number. The system will calculate the most direct route. The mileage travelled can be overridden if a different journey with more or less miles was undertaken.. 8. Where private vehicle users carry passengers the claimant should enter the number of miles travelled with the passenger in the Passenger Miles field, and name the passenger in the description field. If the passenger is a client, the word Client should be entered in the description field. 9. Journeys starting and ending at base will be payable in full. 10. Travel between home and base should not be claimed. The only exceptions will be detailed in the contractual terms and conditions, or in a local agreement. These exceptions are summarised in Appendix Where travel starts or ends at a place other than base - Medical and Dental staff claim their mileage in accordance with their Terms and Conditions of Service. Expense Policy V2 BL

14 For all other staff, they claim the extra miles over and above the normal return home to base journey. When the journey being reimbursed starts or ends at a location other than the agreed work base, for example home, the mileage eligible for reimbursement is set out in the example below. Example 1 - Mileage that can be claimed (Eligible Miles) miles driven In this example the distance from the employee s home to the agreed base is 15 miles Journey (outward) Distance Eligible miles Home to base 15 miles None Home to first call Less than 15 miles Eligible mileage starts after 15 miles have been travelled Home to first call More than 15 miles Eligible mileage starts from home, less 15 miles Journey (return) Last call to base Eligible mileage ends at base Last call to home Less than 15 miles Eligible mileage ends 15 miles from home Last call to home More than 15 miles Eligible mileage ends 15 miles from home Example 2 - Mileage that can be claimed (Eligible Miles) public transport Public transport journey starting at home and ending at a place of work/course. A course journey starts from home, and ends at a university. The maximum reimbursement is the cost of Public transport from base to the university. If the Public Transport journey cost or mileage from home to the university is less, there is no reimbursement. 12. If a claimant has more than one designated base, the mileage between home and the bases should not be claimed as business mileage. 13. From July 2013, claimants will be required to complete an annual declaration as described at Section 6.4 and 6.5 of this policy. Expense Policy V2 BL

15 AUTHORISATION FOR EXCESS TRAVELLING EXPENSES Appendix 2 Please Note Excess Mileage travelled as a result of a change of base cannot be reimbursed until this form is received. To be completed by the Claimant: - Name of Claimant: Home Address: Postcode: Assignment Number: Jon Title: New Department: Date of Transfer to New Department: A. Home to Previous Workbase: B. Home to New Workbase: Actual number of extra miles travelled to new Base in a single journey): Excess Miles = B minus A (above) Method of travel to work (Private car, lease car, public transport etc): Number of shift/days worked per week: Permanent Transfer Please tick as appropriate and if a temporary transfer, please enter estimated end date. Temporary Transfer (2 years or less please enter end date : ) I understand that I will be required to submit a monthly expense claim via e-expenses for all journeys to my new workbase incurring excess mileage. Signature Date To be completed by the Manager I confirm that the above details are accurate and that the above named is entitled to excess travelling expenses in accordance with Agenda for Change/ Medical and Dental Terms & Conditions of Service. Manager s name Signature Job Title Date Please send the completed, authorised form to Payroll team, Trust HQ, Mellor House, Corporation Street, Stafford ST16 3SR Expense Policy V2 BL

16 Reimbursement rates until 30 June 2013 Appendix 3 The rates below apply to both AfC and Medical & Dental staff under their Terms and conditions of service. Please note that the NHS classifications and reimbursement rates below for AfC staff will change and new arrangements will apply from These changes may also be replicated in Medical and Dental Terms and Conditions. Please refer to Appendix 4 and the NHS Employers web site for further details. ( Mileagepaymentsreview.aspx). Regular User Allowance for Cars with 3 or 4 wheels Engine capacity Up to 1,000 cc 1,001 to 1,500 cc Over 1,500cc Annual lump sum Up to 9,000 miles 29.7p 36.9p 44.0p Thereafter 17.8p 20.1p 22.6p Standard Rates for Cars with 3 or 4 wheels Engine Capacity Up to 1,000 cc 1,001 to 1,500 cc Over 1,500cc Up to 3,500 miles 37.4p 47.3p 58.3p Thereafter 17.8p 20.1p 22.6p Lease Cars Rates Please see the lease car policy for rates payable. Motorbikes Engine Capacity 125cc or less Over 125cc Up to 5,000 miles 17.8p 27.8p Thereafter 6.7p 9.9p Public Transport rates /Course/Conference rate (except for Lease Car users) Per mile 24.0p Passenger Allowances Per mile 5.0p Rates for Pedal Cycle Per Mile Meals and Subsistence Allowances - The Trust requires a receipt showing expenditure in all of the situations (except 2) below. 1 Where staff are absent overnight from home and meals have not been provided free of charge, a meal allowance can be paid per 24 hours period to cover the cost of a "main meal and one other day time meal". 2 Where staff stay overnight in non-commercial accommodation (eg. With friends or family) a flat rate allowance per 24 hour period will be paid. This includes the allowance for meals. This payment is subject to HMRC regulations re Tax and NIC. 10p Maximum Rate Claimable Expense Policy V2 BL

17 Meals and Subsistence Allowances - The Trust requires a receipt showing expenditure in all of the situations (except 2) below. 3 A lunch allowance is payable when staff spend more on a meal than they would have done at base, and when they are more than 5 miles away from base in a straight line, for more than 5 hours covering to 2pm. 4 An evening meal allowance is payable when staff are away from their base or headquarters for a period of more than 10 hours are unable to return to the base or home before 1900 hours and as a result of the late return are required to have an evening meal. Maximum Rate Claimable Expense Policy V2 BL

18 AfC reimbursement rates and conditions from 1 st July 2013 Appendix 4 AfC categories, rates and conditions will change from 1 st July Rates payable from this date have yet to be agreed but will be obtained by referring to costs for the average private vehicle user included in the AA guides to motoring costs. The table below uses rates applicable at April 2012 to demonstrate the principle of the new arrangements. The rates shown below are from April 2012 and have been used to illustrate the principle of car mileage reimbursement from 1 st July The actual rate due will be agreed and publicised closer to the date. Column 1 Column 2 Column 3 Column 4 Type of vehicle/allowance Car (all types of fuel) Motor cycle Pedal cycle Passenger allowance Reserve rate Carrying heavy or bulky equipment Annual mileage up to 3,500 miles (standard rate) Annual mileage over 3,500 miles (standard rate) 68 pence per mile 23 pence per mile All eligible miles travelled (see paragraph and Table 9) 34 pence per mile 20 pence per mile 5 pence per mile 34 pence per mile 3 pence per mile After 1 July 2013 the NHS Staff Council will continue to review the standard rate of reimbursement in Column 2 each year, soon after the new AA guides to Motoring Costs are published, normally in April or May. Any changes to the standard rate of reimbursement, the reserve rate and the rate for motorcycle users above, resulting from this review, will apply to all miles travelled from the following 1 July, in line with the provisions in Section 17 and Annex L of the AfC handbook. A second review will be conducted in November each year to ensure the rate in Column 2 above continues to reimburse employees in line with motoring costs. Any changes to the standard rate of reimbursement, the reserve rate and the rate for motorcycle users above resulting from this review, will apply to all miles travelled from the following 1 January, in line with the provisions in Section 17 and Annex L of the AfC handbook. Expense Policy V2 BL

19 Note to the Claimant Change of Private Car Details Form Appendix 5 This form should be completed when there is a need for you to use your own vehicle in the performance of your duties on behalf of the Trust. This form is also to be used if you change the number plate on your vehicle to a private number plate. All criteria must be completed as its essential system information for ESR input. To be completed by the Claimant Full Name: Assignment Number: Work Base: Job Title: Date new car used from: Registration Number: Make of Vehicle: Model of Vehicle: Engine Size (cc): Petrol / Diesel I Confirm that - I hold a valid driving licence This vehicle has a valid MOT certificate My motor insurance covers business travel on this vehicle, I am fit to drive, I am required to notify my manager if my status in relation to the above changes. I understand that - I am required to drive safely, I am required to obey the relevant laws e.g. speed limits. Signature: Date: To be completed by the Line Manger I confirm that I have had sight of the above s valid driving license, current MOT, and business insurance certificate. If completing this form after , I confirm that I have recorded sight of the above in the e- pay system. Managers Signature: Date Please return the completed form to the following address: Payroll Services, Trust HQ, St Georges Hospital, Corporation Street, Stafford, ST16 3SR. Expense Policy V2 BL

20 Home to Base journeys that can be reimbursed Appendix 6 As a general principle, journeys from home to work are not reimbursed. The only exceptions will be detailed in the contractual terms and conditions, or in a local agreement. These exceptions are summarised below. Home to Base or visit is payable when a member of staff is On Call, and Called Out outside of their normal hours of duty. The mileage reimbursement rate will be made at Business rate and may be liable to income tax and National Insurance deductions. If the individual is a Non Executive Director and based at home. If the individual is a Medic and meets the criteria in the Medical & Dental Handbook. Expense Policy V2 BL