Travel & Subsistence Policy and Procedures

Similar documents
Travel, Subsistence and Expenses Policy

Wellsway Multi Academy Trust Travel and Personal Expenses Policy

Greenshaw Learning Trust Staff Expenses Policy 2018

ENERGY COAST UNIVERSITY TECHNICAL COLLEGE EXPENSES POLICY

Reimbursement of Staff Expenses

Plymouth CAST Staff Benefits and Expenses Policy

Staff Expenses Policy

British Fencing EXPENSES POLICY TRAVEL AND SUBSISTENCE

Staff Expenses Policy

STAFF TRAVEL, EXPENSES AND ALLOWANCES POLICY THE VIEW TRUST

Saint Robert Lawrence Catholic Academy Trust. Expense Policy for Employees

Policy for reimbursement of external Examiners/Advisors/Experts and Assessors travel and other expenses

EXPENSES POLICY FOR DIRECTORS, EMPLOYEES, TUTORS AND REGIONAL REPRESENTATIVES

AYR COLLEGE TRAVEL, SUBSISTENCE AND OTHER ALLOWANCES SCHEME

Bottesford CofE Primary School

Director and Governor Expenses Policy

Business Travel Policy

STAFF EXPENSES POLICY

Expenses (staff) Policy

This policy sets out the arrangements for staff with regard to claiming expenses Who is the document All staff

Appendix 11: Staff Expenses Policy

TRAVEL AND EXPENSES POLICY

South Staffordshire and Shropshire Healthcare NHS Foundation Trust

Staff Expenses Policy

SCR Local Enterprise Partnership Expenses Policy

Staff Benefits and Expenses Policy 2018

Expenses policy and procedure

Policy and Procedure. Expenses Protocol

TRAVEL AND SUBSISTENCE POLICY FOR THE PCC

Travel and Expenses Policy

Re-imbursements and allowances policy

a. Expenses are paid to NHS chairs and non-executives at rates set by the Secretary of State for Health.

Expenses policy. Policy Control Sheet:

HUMAN RESOURCES POLICY

Trustee and Ambassador Expenses Policy

MS Society Expenses Policy

Expenses Policy. Contents. 1. Scope. 2. Principles

AHDB BUSINESS EXPENSE POLICY

Staff Expenses Policy

HUMAN RESOURCES POLICY

TRAVEL & SUBSISTENCE (T&S) CODE

SCHEME FOR PAYMENT OF TRAVELLING EXPENSES, SUBSISTENCE ALLOWANCES AND REDEPLOYMENT EXPENSES

The British Horse Society EXPENSES CLAIMS POLICY FOR VOLUNTEERS. EFFECTIVE DATE: 01 st April 2015 As APPROVED BY: FINANCE COMMITTEE

Mental Health Foundation. Employee Expenses Policy

REAch2 Expenses Policy

This guide will give you an overview of the types of expenses you can claim and how to claim them.

COMPANY VEHICLE POLICY

Members expenses policy

Bradwell with Pattiswick Parish Council. Expenses Policy for employees and councillors

Travel and Subsistence Policy

Staff Expenses Policy

HR16. Expenses Policy

Travel and Expenses Policy

Travel and Expenses Policy

Expenses Claims Procedure

National Association of Racing Staff

Expenses Policy. TGA Trust Expenses Policy Ver P a g e

BROADWAY ACADEMY POLICY ON THE PAYMENT OF ALLOWANCES TO MEMBERS OF THE GOVERNING BODY

STEP Academy Trust Staff Expenses Policy

THE KEMNAL ACADEMIES TRUST. Expenses Policy

Governor Allowances and Expenses Policy

EXPENSES POLICY AND PROCESSES

STAFF EXPENSES RESPONSIBILITY FOR REVIEW: CEO/DIRECTOR OF FINANCE DATE OF APPROVAL: NOVEMBER 2013

TRAVEL & EXPENSE CLAIM POLICY

Policy on claiming Attendance Allowance, Reading/Preparation time, Travel and Subsistence

Policy on claiming Attendance Allowance, Reading/Preparation time, Travel and Subsistence

Ysgol Bae Baglan Travel and Subsistence Payments Policy

Business Travel and Expenses Policy

TRAVEL AND SUBSISTENCE POLICY

Expenses Policy Implementation January 2012 Review September 2014

Policy for the reimbursement of travel and other expenses

Mid-Wales Housing Group Travel and Subsistence Expenses Policy

DOCUMENT HISTORY/ EQUALITY IMPACT ASSESSMENT FORM

TEACHERS TRAVELLING AND SUBSISTENCE ALLOWANCES SCHEME

Travel and Expenses. Employee Policy HR Consult

The Smallberry Green Primary School GOVERNOR ALLOWANCES & EXPENSES POLICY

Expenses Policy. Review Summary. Adopted: March 2017

Contents POLICY STATEMENT 3 1. PRINCIPLES 4 2. DEFINITION OF TERMS 5 3. SCOPE OF POLICY 5 4. TRAVEL CLAIMS 6 5. ACCOMMODATION 9

THE COUNCIL OF THE INNS OF COURT The Bar Tribunals & Adjudication Service EXPENSES POLICY

Travel Expenses Policy

UNIVERSITY OF WALES EXPENSES, TRAVEL AND SUBSISTENCE POLICY. 1. Introduction. Travel & Expenses - Version 4, July 2014, Academic Unit

CLAIMING EXPENSES GENERAL PRINCIPLES. Guidelines and Procedures. Updated December 2017 Effective 1 St January 2018

Expenses, Gifts & Hospitality

Staff Expenses Policy

THE PILGRIM SCHOOL. TRAVEL and SUBSITENCE ALLOWANCE POLICY. School Lead: Business Manager. Governor Lead: Resources Committee

Wabtec UK Company Car Policy

Payment of Travelling and other Allowances to NIPEC Council Members

Board & Committee Member: Expenses Policy

The Royal School. Governor Expenses Policy. Director of Finance and Services

Travelling Expenses and Time

EXPENSE CLAIM GUIDELINES

Volunteer expenses policy

The responsibility for this policy and adherence to the procedures rests with the Chief Operating Officer.

EXPENSES CLAIMS POLICY FOR LAY MEMBERS (EFFECTIVE FROM 1 st August 2016)

Financial Regulations

Non-Staff Reimbursement Policy

1.1. To provide direction to Ermha staff on the reimbursement of staff and client related expenses.

Travel, Working Session and Hospitality Expense Policy (A004)

Vehicle Policy Organisation and Management. The University of Edinburgh

c. The Purchasing Office is responsible for pre-auditing travel requests and vouchers to ensure compliance with University policy.

Transcription:

Travel & Subsistence Policy and Procedures Trust Board Approval Date 3 June 2015 Effective Date 1 July 2015 Planned Review Date 1 July 2016 Web Access Intranet Owner Director of Finance Business and Operations

1.Travel & Subsistence Policy 1.1 This policy and associated procedures applies to all employees of Pontefract Academies Trust, this includes those employed within the central team and those employed in each individual academy school. 1.2 The purpose of this policy is to ensure that employees are properly reimbursed for legitimate business expenses. 1.3 Employee expenses will be paid by BACS, in arrears, as part of the monthly salary payment. Expenses will not, in any circumstances, be reimbursed from petty cash. 1.4 Employees are responsible for ensuring that: a) All claims are in accordance with this and other relevant Trust policies b) Value for money is obtained at all times by: - Assessing the costs and benefits prior to travel to determine that the most appropriate, cost effective and economic options are chosen; and - Ensuring that no unnecessary costs are incurred c) All documentation to support the claim is retained and attached to the claim form prior to authorisation. Expenses will not be paid where receipts are not provided where they are required d) All claims are accurate, complete and are submitted within three months of travel or the incurring of the expense 1.5 The expenses of the Chief Executive Officer must be authorised by the Chair of the Trust Board or an appropriate person delegated authority in his/her absence. All Headteacher and central trust employee expenses must be authorised by the Chief Executive Officer or an appropriate person delegated authority in his/her absence. All other employee expenses must be authorised by an appropriate authority as determined by the Headteacher of each individual academy school. 1.6 It is the responsibility of the authoriser to: a) Ensure that staff expense claims comply with this policy and apply the relevant rules and rates accurately; b) Ensure value for money has been obtained by the claimant; c) Give prior approval where necessary; d) Ensure all receipts and additional evidence or explanations in support of the claim are attached to the claim form. 1.7 There may be exceptional circumstances which mean that this policy cannot be applied. These should be pre-approved by either the Chief Executive Officer or the individual academy school Headteacher, with full documented evidence to support why applying the policy would leave the employee in an unreasonable circumstance. Travel and Subsistence Policy and Procedures Page 1

1.Travel & Subsistence Policy 1.8 Submitting or authorising claims which do not adhere to this policy may be treated as misconduct and dealt with through the Trust s Disciplinary Procedures and in some circumstances may lead to criminal prosecution. 1.9 The Chief Executive Officer and Headteachers at each individual academy school have the responsibility for ensuring the Travel and Subsistence Policy and Procedures are effectively implemented. 1.10 This policy will be reviewed on an annual basis, or as otherwise directed by the Chief Executive Officer, change of Trust policy, or legislative changes. Travel and Subsistence Policy and Procedures Page 2

2.Travel Expenses 2.1 Definition of Business Travel Business travel does not include travel between a employee s home or permanent work place (s). Business travel claims may be made for all travel from permanent work place to temporary work place or temporary work place to other temporary work place. In addition, business travel claims will also be payable which involve travelling to a temporary location directly from home without visiting the permanent workplace, or will involve returning home at the end of the working day without visiting the permanent work place. The Trust provides the lesser than rule to ensure that some mileage is payable for these journeys. This is to recognise that the employee is travelling in the most efficient way, reducing unnecessary congestion and environmental damage. If an employee makes a journey from home directly to a location other than his/her permanent work place, for that part of the journey, they can claim whichever is the lesser of either: - Home to temporary work place or - Permanent work place to Temporary work place Example 1: Travelling directly from home to a temporary work place Home to Permanent work place = 15 miles Home to Temporary work place = 20 miles Permanent work place to Temporary work place = 12 miles The business travel claimable is defined as 12 miles in this example Example 2: Travelling directly from home to a temporary work place Home to Permanent work place = 20 miles Home to Temporary work place = 10 miles Permanent work place to Temporary work place = 15 miles The business travel claimable is defined as 10 miles in this example 2.2 Travel using the employees own vehicle Employees driving on official business for the Trust must ensure that the vehicle they are driving/travelling in has a valid MOT, is fully licensed, maintained and insured for business use. The driver must hold a current UK driving licence which is valid at the time of the journey. An employee who does meet any one of these requirements must not undertake any driving on official business. The Trust may request information to support this position in advance of paying a Travel and Subsistence Policy and Procedures Page 3

2.Travel Expenses claim as part of an annual internal check process. The Trust accepts no liability for accident, loss, damage, fines or penalties which may be incurred during any journey. Employees must endeavour to drive in a safe and courteous manner and adhere to the requirements of the road traffic act and the highway code. Where an adult transports a child / children as part of their duties they must ensure they are aware of current legislation, adhere to the use of car seats for younger children, and safer working practice requirements. Private Car Motor Cycle Pedal Cycle Rate per mile* 45p 24p 20p *In accordance with HMRC rates. The HMRC mileage rate is designed to take into account the the costs of buying, running and maintaining your vehicle, such as fuel, oil, servicing, repairs, insurance, vehicle excise duty and MOT. The rate also covers depreciation of the vehicle i.e. it s loss in value over time. An employee cannot make additional claims for any of these things. 2.3 Parking The Trust will reimburse parking when attributable to a necessary business journey. Receipts must be attached to the claim form for authorisation. 2.4 Travel by Rail Staff must make the maximum use of travel facilities that offer value for money. Therefore travel must be standard class (unless it can be evidenced at the time of booking that first class was cheaper and this is pre-approved by the authoriser) and advantage should be taken of value for money opportunities such as dual single tickets, day returns, off peak tickets, and advance tickets. 2.5 Travel by Taxi The use of taxis should be kept to exceptional circumstances where: There is no suitable public transport available; Heavy baggage is being carried A number of employees are travelling together which makes this option better value than public transport Health and safety, mobility impairment or personal security is an issue, including travelling late at night or very early in a morning. The authoriser should ensure that at least one of these conditions has been met and support evidence / receipts are provided. Travel and Subsistence Policy and Procedures Page 4

2.Travel Expenses 2.6 Subsistence Payment will be made to staff where expenses are incurred on official work business up to the levels set out below: Morning expenses up to a maximum of 4.65 paid where an employee begins business work away from the home and outside the Wakefield District more than one hour before their contractual start time. Evening allowance up to a maximum of 8.26 to be paid where an employee is still working away from home and outside the Wakefield District more than two hours after their contractual finishing time. General out of pocket expenses up to a maximum of 8.26 will be paid for any overnight stay. Where an employee is on an overnight stay and an evening meal or breakfast is not included in with the accommodation a maximum of 21.17 can be claimed reflecting the morning expsenses, evening allowance, and out of pocket expenses. Under no circumstances shall re-imbursements be made for purchases of alcoholic beverages. 2.7 Accommodation Economical class accommodation may be booked where employees cannot reasonably be expected to make the return journey in the same day. Prior approval is required by either the Chief Executive Officer (Headteachers & central Trust based employees) or Headteachers of individual schools (school based employees). Travel and Subsistence Policy and Procedures Page 5

Travel and Subsistence Claim Form School: To avoid delay in payment all Claims must be received by the School Business Manager / Finance Office by the date notified. Claims should be made within three months of the travel / expense taking place, failure to submit within this time period will not be authorised. Name Claim for period ending Employee Number Job Title Home Address Vehicle Registration Number I confirm that the above vehicle is insured for business use & has a valid MOT certificate (Y/N) I confirm that I (the claimant) hold a full and clean driving licence (Y/N) Date From (starting point) To (places visited,, name of passengers final destination) Travel Allowance Reason for Journey Car/ Bike/ M/cycle Claimed Miles Unpaid mileage Subsistence / Expenses Details A-Accommodation B-Breakfast T-Tea R/B/TU/TA rail/bus/tube/taxi Amount Claimed p Brought Forward Overleaf Brought Forward Overleaf Total Miles Claimed / Unpaid Total Subsistence/Expenses Claimed I herby certify that prior to making this claim I have read, understood and adhered to all the requirements of the Pontefract Academies Trust Travel and Subsistence Policy. I hereby certify that prior to authorising this claim I have read, understood and adhered to all the requirements of the Pontefract Academies Trust Travel and Subsistence Policy. Claimant Signature Date Authoriser Signature Date All receipts and supporting documents for each claim must be attached and retained with this document for a period of 7 years.

Travel and Subsistence Claim Form School: Date From (starting point) To (places visited,, name of passengers final destination) Travel Allowance Reason for Journey Car/ Bike/ M/cycle Claimed Miles Unpaid mileage Subsistence / Expenses Details A-Accommodation B-Breakfast T-Tea R/B/TU/TA rail/bus/tube/taxi Amount Claimed p Total Miles Claimed / Unpaid c/fwd to previous page Total Subsistence/Expenses Claimed c/fwd to previous page All receipts and supporting documents for each claim must be attached and retained with this document for a period of 7 years.

2024 © financedocbox.com Privacy Policy | Terms of Service | Feedback