TRUST POLICY AND PROCEDURE FOR EXPENSES Reference Number Version: Status: 2.3 Final Author: Sue Hawkins Job Title: Deputy Director of Human Resources (HR) HR 2009 014 Amendment History Version Date Author Reason 1 November 04 Director of HR Original 2 July 09 S Tomlinson Updates required 2.1 July 09 S Tomlinson Amendments 2.3 August 09 Sue Hawkins Amendments Intended Recipients: All Employees In consultation with and Date: Communications (June 2009), Finance (June 2009), Human Resources (June 2009), Procurement (June 2009), Medical Workforce (June 2009), Partnership Forum (June and July 2009) and Local Negotiating Committee (September 2010) Training and Dissemination: Launched through Intranet, e-mail circulation list. Articles in Synapse and Signpost. Briefing sessions for managers held by the HR Resource Team and to be updated in line with national changes. To be read in conjunction with: Agenda for Change Handbook, Medical & Dental Terms and conditions, East Midlands Deanery expenses policy, Policy for the Administration of Leave Applications for Consultants & Career Grade Doctors EIRA Stage one Completed: Yes Stage two Procedural Documentation Review Group Assurance and Date Yes, November 2010 Approving Body and Date Approved HR and Workforce Committee, October 2010 Date of Issue November 2010 Review Date and Frequency November 2013 then every 3 years Contact for Review Deputy Director of HR Executive Lead Signature Director of HR Approving Executive Signature Director of HR Trust Policy and Procedure for Expenses V2.3 Human Resources September 2010 Page 2 of 18 Contents Section Page 1. Introduction 4 2. Purpose and Outcomes 4 3. Definitions 4 4. Key Responsibilities/Duties 5 5. Processing of Expenses 6 6. Monitoring Compliance and Effectiveness 11 7. References 11 Appendices Appendix 1 Travel & Expense Claim Form page 1 12 Appendix 2 Travel & Expense Claim Form page 2 13 Appendix 3 Lease Car Claim Form 14 Appendix 4 Registration for Official Car User Form 15 Appendix 5 Mileage Allowances 16 Appendix 6 AfC Subsistence Allowances 17 Appendix 7 Registration to become a Regular Car User 18 Trust Policy and Procedure for Expenses V2.3 Human Resources September 2010 Page 3 of 18 TRUST POLICY AND PROCEDURE FOR EXPENSES 1. Introduction 1.1 The policy applies to all employees who claim expenses. An employee will be reimbursed for reasonable, justifiable expenses when performing official duties on behalf of the Trust. 2. Purpose and Outcomes 2.1 This policy is to guide employees including managers of the process of what, how, and when expenses can be claimed. 2.2 The policy outlines the duties required by the Trust to meet current legislation. 2.3 This policy will be reviewed annually to ensure the Trust continues to meet legal requirements. 3. Definitions 3.1 Business Mileage All mileage the vehicle performs for Trust purposes except: a) Home to work and return journey during the normal working week unless called out from home. 3.2 Official Car User Any employee required to use their car for Trust business purposes there are two categories: - Standard User and Regular User 3.2.1 Regular User A Regular user will: - Travel an average of more than 3,500 miles a year; Or - Travel an average of at least 1,250 miles a year; and necessarily use their car on average three days per week; Or - Spend an average of at least 50% of their time on travel, including the duties performed during visits; Or - Travel an average of at least 1,000 miles a year and spend an average of at least four days per week on travel, including the duties performed during the visits. Trust Policy and Procedure for Expenses V2.3 Human Resources September 2010 Page 4 of 18 See Appendix 7 for the Application Form. 3.2.2 Standard User A Standard user will use their car for business purpose but does not meet the criteria to become a Regular User. See Appendix 4 for Application Form. 3.2.3 Public Transport Rate This is paid to employees who are not an authorised Official Car User. 3.2.4 Courses and Training Public Transport Rate is also paid for attending training courses and conferences. 4. Key Responsibilities/Duties 4.1. Employees Employees will have responsibility to read and understand this policy and when claiming expenses, they will ensure all associated and requested paperwork is authorised by their manager. Claims should be submitted to the Pay Services Section of the HR Resource Team. 4.2. Authorising Managers Authorising Managers will have responsibility to ensure all claims are scrutinised and will only sign to authorise when they are confident the expense was legitimately made on behalf of the Trust. 4.3. Payroll and Pensions Team Payroll and Pensions Team will have responsibility to ensure that the principles in the policy are applied to ALL claims and to maintain accurate records of all claims and associated paperwork. 4.4. Director of Human Resources The Director of Human Resources has responsibility for ensuring implementation and monitoring of the HR Policies and Procedures. This work is maintained by the Partnership Forum and reported to HR and Workforce Committee and the Trust Joint Council. 4.5. Director of Finance and Information The Director of Finance and Information will received notification of inappropriate or suspected fraudulent claims. Trust Policy and Procedure for Expenses V2.3 Human Resources September 2010 Page 5 of 18 4.7. Partnership Forum This Forum consults on the content, implementation and monitoring of the HR Policies and Procedures to ensure that the Trust meets employment legislation, good workforce practice and NHSLA Standards. 4.8. Local Negotiating Committee This Committee consults on the content, implementation and monitoring of the HR Policies and Procedures on behalf of medical and dental staff to ensure that the Trust meets employment legislation, good workforce practice and NHSLA Standards. 4.9. HR and Workforce Committee This Committee is responsible for the approval and monitoring of HR Policies and Procedures to ensure that the Trust meets employment legislation, good workforce practice and NHSLA Standards. 4.10. Trust Joint Council This Council is responsible for considering and supporting the HR Policies and Procedures recommended by Partnership Forum to ensure that the Trust meets employment legislation, good workforce practice and NHSLA Standards. 5. Processing of Expenses 5.1 Travel Expenses 5.1.1 You can claim business mileage from your base of work, to Place of Visit and return to base. On occasions when you travel to your Place of Visit directly to or from Home, the mileage claimed should be the lesser of the two Home Mileage actually travelled = 17 Mileage had you travelled base to Place of Visit to Base = 14 10 Place of Visit Mileage claimed would therefore be 14 7 Base 5.1.2 For Midwives in the Community only, all mileage from the home address, if their official base, will be classed as business mileage. Trust Policy and Procedure for Expenses V2.3 Human Resources September 2010 Page 6 of 18 5.1.3 For Consultants, Associate Specialists and Specialty Doctors where a doctor travels between their home and principal hospital and/or after an official journey direct from their home to the place visited and/or return home from the place visited, mileage allowance will be payable for the whole distance travelled, subject to a maximum based on the return journey from their principal hospital to the place visited plus twenty miles. 5.1.4 Doctors in training, who are employed on training rotations, can claim the ‘excess’ mileage from their home to their principal place of work minus their home to their base hospital. 5.1.5 It is an Inland Revenue requirement that where an employee is called out from home, all mileage claims will be taxed, unless the employee obtains written confirmation from the Inland Revenue that they meet the criteria required for the mileage to be a tax free payment. 5.1.6 Employees must ensure that mileage related to on-call is clearly identified separately on the expenses form (Appendix 1 and 2) in the space provided. 5.2. Use of Private Cars for Business Purposes 5.2.1 Employees who are required to use their own vehicles during the course of their duties should be registered as 'Official Car Users'. The Manager should complete the notification form (Appendix 4) and forward a copy to the Payroll and Pensions Team. 5.2.2 In accordance with the Health and Safety at Work Act 1974 and subsequently the Management of Health & Safety at Work Regulations 1999, it is mandatory that all employees who use their own vehicle for trust business irrespective of the category submit a copy of the current MOT certificate as well as their insurance certificate indicating they are covered for business use. Employees will also be required to keep the Team updated with copies of current MOT, Driving Licence and Insurance documents each year or when renewed. The Payroll and Pensions Team will contact all employees that have claimed mileage with in the previous year and request updated documents. This information will be held on a database and files in the Payroll and Pensions Team. 5.2.3 The Trust will not reimburse any costs associated with amending car insurance as employees receive a higher rate of mileage to compensate. 5.2.4 Official Car User claims will be reimbursed in accordance with the rates set out in Appendix 5. 5.2.5 The expense rate varies depending on the total amount of mileage claimed per financial year; therefore claims will be pro-rated accordingly. 5.2.6 Employees should try to avoid Toll Charges wherever possible. 5.2.7 Where car parking fees are incurred outside of the Trust, these will be reimbursed. Trust Policy and Procedure for Expenses V2.3 Human Resources September 2010 Page 7 of 18 5.2.8 All employees are personally responsible for payment of parking fines. 5.3 Rail Travel and Hotel Accommodation 5.3.1 The Trust has a new process in place where the Trust receives preferential rates for rail and accommodation bookings. Employees should make every attempt to book through the new system as early as possible to ensure best rates. Each Directorate has an allocated employee who is trained and able to book both rail and accommodation. 5.3.2 The Trust does, however, recognise that there may be occasions where it may be cheaper, or due to time constraints, for employees to book and pay for their own rail fares or accommodation. These should then be authorised and claimed back through expenses. 5.4. Air Travel 5.4.1 Prior approval for air travel, other than for approved study leave, must be obtained from the Chief Executive or Director of Human Resources. Air travel will be reimbursed at Economy Class. Extra charges e.g. extra leg room, excess baggage or upgrades will not be reimbursed by the Trust. 5.5. Travel between London Road Community Hospital (LRCH) and Royal Derby Hospital (RDH) 5.5.1 Employees are encouraged to use the Health Hopper for travel between the two hospitals. Travel passes will be issued to enable free travel on the Hopper for those parking within the Trust. Green travel passes will be available free for those employees who travel inter site for meetings. All other staff users will have to pay £1 a journey on production of ID. 5.5.2 Expenses for travel between the LRCH and RDH will therefore only be reimbursed with prior agreement. 5.6. Lease Car Scheme 5.6.1 Employees who travel 2,500 business miles or more per annum will be entitled to a lease vehicle. 5.6.2 Reimbursement of Business Mileage will be reimbursed in accordance with the rate set out in Appendix 5. 5.6.3 The Trust will contribute to the lease based on the cost of providing a Ford Fiesta 1.8 DSL for business mileage. This does not prevent employees choosing an alternative vehicle. 5.6.4 Employees may choose to add to the business mileage, any amount of private mileage they wish. In doing so they must pay any additional leasing cost as a result. Trust Policy and Procedure for Expenses V2.3 Human Resources September 2010 Page 8 of 18 5.6.5 The employee pays a minimum rental charge equivalent to: a) b) c) A proportion of insurance which relates to private mileage. An annual administrative charge. The road fund licence where the car is contracted for private as well as business mileage. 5.6.6 The Lease Car Scheme is currently operated by Derwent Fleet Management Services on behalf of the Trust. All employees allocated a lease car must abide by the full conditions as laid down by Derwent Fleet Management 5.6.7 All lease cars will be covered by a fully comprehensive insurance policy covering both business and private use. The premium is normally reviewed annually and increased costs will be passed on to users. 5.6.8 The Trust can make no contribution toward any income tax liability arising from the provision of a lease car with an element of private use. The Trust is required to notify the Inland Revenue of the allocation of a lease vehicle. 5.6.9 In order to comply with EC Directive(s), and to ensure the scheme is attractive to all employees, they may request a vehicle from any manufacturer. The vehicle chosen must be suitable for the employee to carry out official duties. 5.6.10 Employees with lease cars taking Maternity Leave and Career Breaks need to refer to the relevant policies for arrangements for lease cars. 5.7. Subsistence Expenses 5.7.1 Employees on Agenda for Change contracts of employment are required to adhere to rates of subsistence set out in the Agenda for Change Terms and Conditions of employment see Appendix 6. 5.7.2 The Trust reserves the right not to pay costs which are deemed to be excessive. All receipts must be attached to the expenses claim form. Please note that expenses will not be paid in advance of expenditure and therefore claims can only be submitted after expense/event has occurred. 5.7.3 For Consultants, Associate Specialties and Staff Grades, accommodation and subsistence costs will be reimbursed to a MAXIMUM of £140.00 per day in accordance with Trust Policy for the Administration of Leave Applications for Consultants and Career Grade Doctors. Doctors in Training re-imbursement will be in accordance with the East Midlands Healthcare Workforce Deanery Study Leave Policy. 5.8. Exclusions from Expenses 5.8.1 Only certain personal expenses (travel & subsistence, and some course related costs) are covered by this policy. Trust Policy and Procedure for Expenses V2.3 Human Resources September 2010 Page 9 of 18 5.8.2 Examples of exclusions are: - alcohol and tobacco, other items have to be dealt with through the appropriate systems, and not claimed on Expenses. If you need to seek advice prior to any purchases please contact Finance or the Payroll Team. 5.9. Hospitality 5.9.1 All hospitality should be arranged though the Trust and employees will not purchase food and drink for meetings/events and then claim this back via expenses. 5.10. Telephone Expenses 5.10.1 The Trust will not normally reimburse the cost of fixed line rental unless it has been mutually agreed that a second line is required for business purposes. Consideration may be given to assistance with the cost of an additional extension or mobile phone for employees required to be in telephone contact on Trust business. However it is preferred that employees explore the new option detail below. 5.10.2 The Trust has introduced the option of having a Trust Mobile Phone therefore employees should not be claiming phone calls on a regular basis. If required to make business calls on a regular basis employees should contact the Head of Voice Services who will be able to give full details of the scheme. 5.11 Claims 5.11.1 All expenses claims must be firstly authorised by the employee's manager (for Consultants and Career Grade doctors, to the Medical Workforce Team and for doctors in training to the Postgraduate office in Medical Education). 5.11.2 All forms should be submitted on a monthly basis to Payroll Team (usually by the 8th of each month, however this date may vary at Easter and Christmas and employees will be notified of this separately) using the expense claim forms (Appendixes 1 and 2), and attach receipts or any other appropriate evidence of expenditure, failure to do so may result in expenses not being paid. Claims older than 3 months WILL NOT be paid. Only in extenuating circumstances beyond the control of the individual, expense claims older than 3 months may be reimbursed. All expense claims regardless of the source of funding must be submitted according to this policy. 6. Monitoring Compliance and Effectiveness The key requirements will be monitored in a composite report presented on the Trusts Monitoring Report Template: Monitoring Requirement : Monitoring compliance with the requirements of: Process for payment of expense claims. Process to be followed when inappropriate expense claims are made. Trust Policy and Procedure for Expenses V2.3 Human Resources September 2010 Page 10 of 18 Monitoring Method: Monitoring and auditing details of expense claims Records of expenses will be maintained by Payroll. A schedule of expenses will be prepared and sent to the Finance Department on a monthly basis. At the end of the financial year, Payroll Manager will provide statistical information on number of expense claims, the staff groups involved, and any comments on the usability of the policy and its procedures. Recommendations and action plans will be developed from the analysis and will be part of the annual reporting mechanism Report Prepared by: Payroll Manager Monitoring Report presented to: HR and Workforce Committee Frequency of Report Annually 7. References This policy should be read in conjunction with the: Corporate Manslaughter and Corporate Homicide Act 2007 Trust Policy and Procedure for Expenses V2.3 Human Resources September 2010 Page 11 of 18 Appendix 1 Please use this claim form for all vehicle use except Lease cars. DERBY HOSPITALS NHS FOUNDATION TRUST - TRAVEL CLAIM FORM Personal Details Car Details Mr/Mrs/Ms/Miss/Dr : Home Postcode : Registration number : Surname : Directorate : Engine Size : Assignment Number (Mandatory) : (Refer to front of Payslip) Job Title : First Name : Date Model of Car : Business Mileage Details of Journey On Call Mileage Excess Mileage (SPR's - ST's) Home Base Travel (Consultants) Passenger Miles Name of Passengers Total Mileage I confirm that the expenses shown on this claim form were incurred by me on Trust business and that my vehicle insurance covers business use. Signed : Date : Authorization I certify to the best of my knowledge and belief that the expenses claimed incurred whilst engaged on Trust business. Signed : Printed : Date : Claims should be submitted monthly by the 8th of every month. Failure to put Assignment Number and Name may result in your claim being returned and payment delayed. Please note if you change your vehicle, MOT or renew your insurance please send copies of relevant documents to the Resource Team Appendix 2 RECIEPTS MUST BE ATTACHED. Date From EXPENSES Details of how and where occurred To Parking Tickets £ p Bus Tickets £ p Train Tickets £ p Taxi Fare £ p Accommodation £ p Meals £ p TOTALS : TRAINING/COURSE MILEAGE, FEES AND OTHER EXPENSES (PLEASE STATE) Date From Course Details To Fees £ Mileage £ p p Expenses £ p Subsistence £ p Miscellaneous Details £ TOTALS : I DECLARE THAT: I CERTIFY THAT: 1. 1. 2. 3. 4. 5. The above claim relates to expenses actually and necessarily incurred in connection with my Health Service appointment. I am the holder of a current driving license. The insurance policy in respect of the above motor vehicle provides cover while the vehicle is used on official business including training, for full third party insurance. This policy includes cover against risk or injury to or death of passengers and damage to property and that policy is now, and will continue to be, in force and covers the journeys claimed. Where NHS clients/patients are being transported and claimed for my insurance company have been notified and full insurance cover is in place. The vehicle is maintained in a road worthy condition. The subsistence, travel and other expenses claimed are in accordance with current terms and conditions and I attach receipts. 2. 3. 4. To the best of my knowledge and belief the journeys which are the subject of the above claim where undertaken on authorised NHS business. The claim is in accordance with the appropriate current terms and conditions. Mileages claimed are reasonable and reflect business mileages where appropriate. I have examined receipts for all expenses claimed. AUTH. OFFICER'S SIGNATURE: ______________________ PRINT NAME: ______________________ DATE: ______________________ EMPLOYEE SIGNATURE : ____________________ DATE : ____________ Please note expenses cannot be paid in advance and Only submit after expense/event has occurred. Trust Policy and Procedure for Expenses V2.3 Human Resources September 2010 Page 13 of 18 p Appendix 3 DERBY HOSPITALS NHS FOUNDATION TRUST - LEASE CAR CLAIM FORM Personal Details Lease Car Details Mr/Mrs/Ms/Miss/Dr : Home Postcode : Registration number : First Name : Directorate : Engine Size : Surname : Job Title : Model of Car : Recorded Mileage : (Start of month) Recorded Mileage : (End of month) Assignment Number (Mandatory) : (Refer to front of Payslip) Date Total Business Lease Car Mileage Details of Journey To and From TOTALS : I confirm that the expenses shown on this claim form were incurred by me on Trust business and that my vehicle insurance covers business use. Signed : Printed : Date : Authorization I certify to the best of my knowledge and belief that the expenses claimed were incurred whilst engaged on Trust business. Signed : Printed : Date : Claims should be submitted monthly by the 8th of every month. Failure to put Assignment Number and Name may result in your claim being returned and payment delayed. Trust Policy and Procedure for Expenses V2.3 Human Resources September 2010 Mileage: Page 14 of 18 APPENDIX 4 DERBY HOSPITALS NHS FOUNDATION TRUST HUMAN RESOURCES DEPARTMENT APPLICATION TO BECOME A OFFICAL CAR USER'. I request that the following employee be registered as an 'Official Car User '. Name: ........................................................................................................................... Job Title: ....................................................................................................................... Department: ................................................................................................................... Car Registration Number: ............................................................................................. Year of Registration: ……………………………………………………………………….. Model and CC: ............................................................................................................. Petrol / Diesel (please delete as appropriate) Reason for Registration: ............................................................................................... ....................................................................................................................................... ........................................................................................................................................ Date to be Effective from : ............................................................................................. Copy of Insurance attached: Copy of MOT attached: Copy of Driving Licence attached: I confirm that my insurance cover includes business use and undertake to maintain this during the course of my employment It is mandatory that you update the Resource Team when you change your car and send in copies of current insurance and MOT certificates when renewed. Employee's Signature : ................................................................ Date : ................ Manager's Signature : .................................................................. Date: ................. Appendix 5 MILEAGE ALLOWANCES 1 Public Transport Rate 24p From the 1st April 2008 2 Regular User Allowance (Essential User) a. Cars: 01-Jul-08 Engine Capacity: Up to 1000cc 1001 to 1500cc Over 1500cc Lump Sum £508 £626 £760 Up to 9000 miles 29.7p 36.9p 44.0p Thereafter 17.8p 20.1p 22.6p 3 Standard Rates (Casual User) a. Cars: 01-Jul-08 Engine Capacity: Up to 1000cc 1001 to 1500cc Over 1500cc Up to 3500 miles 37.4p 47.3p 58.3p Thereafter 17.8p 20.1p 22.6p b. Motor Cycles: Up to 125 cc Over 125cc 01-Jul-08 Up to 5000 miles 17.8p 27.8p 6.7p 9.9p 10p 01-Jul-08 4 Passenger Allowance 5p 01-Jul-08 5 Excess 24p 01-Jul-08 c. Pedal Cycles 6 Lease Car 01-Apr-08 01-Jul-08 Trust Policy and Procedure for Expenses V2.3 Human Resources September 2010 10p 15p Page 16 of 18 Appendix 6 AGENDA FOR CHANGE Subsistence allowances Schedule of recommended allowances 1. Night Allowance: first 30 nights Actual receipted cost of bed and breakfast up to a maximum of £55.00 Subject to the following when an employee stays overnight in a hotel, guest house, or other commercial accommodation with the agreement of the employers, the overnight costs will be reimbursed as follows: - the actual, receipted cost of bed and breakfast up to the normal maximum limit set out in Annex; N plus a meals allowance, to cover the cost of a main evening meal and one other day-time meal, at the rate set out in Annex N. - 2. Meal Allowance Per 24 hour period: 3. Night allowances in non-commercial accommodation Per 24 hour period: 4. £20.00 £25.00 Night Allowances: after first 30 nights Married employees and employees with responsibilities equivalent to those of married employees Maximum amount payable: £35.00 Employees without responsibilities equivalent to those of married employees and those staying in non-commercial accommodation Maximum amount payable: £25.00 5. Day Meals Subsistence Allowances Lunch Allowance (more that 5 hours away from base, including the lunchtime period between 12:00pm to 2:00pm) £5.00 Evening Meal Allowance (more than 10 hours away from base and return after 7:00pm) £15.00 6. Incidental Expenses Allowance (this allowance is subject to a tax liability) Per 24 hour period: 7. £4.20 Late Night Duties Allowance (this allowance is subject to tax liability) Per 24 hour period: Trust Policy and Procedure for Expenses V2.3 Human Resources September 2010 £3.25 Page 17 of 18 Appendix 7 DERBY HOSPITALS NHS FOUNDATION TRUST HUMAN RESOURCES DEPARTMENT APPLICATION TO BE COME A REGULAR CAR USER'. I request that the following employee be registered as a 'Regular Car User '. (To be completed by employee) Name:..................................................................................................................................... Job title:................................................................................................................................... Department:............................................................................................................................ Car Registration Number: ..................................................................................................... Year of Registration: ……………………………………………………….……….……… Model and CC : ...................................................................................................................... Date to be Effective from : ..................................................................................................... Copy of Insurance attached: Copy of MOT attached: Copy of Driving Licence attached: I confirm that my insurance cover includes business use and undertake to maintain this during the course of my employment It is mandatory that you update the HR Resource Team when you change your car and send in copies of current insurance and MOT certificates when renewed. Employee's Signature: ................................................................ Date: ...................... (To be completed by Manager) Estimated yearly mileage:-…………………………………………………………….……..…. Average Number days vehicle used each week:-………………………………………..…….. Percentage of time spent on travel each week:-……………………………….………..…….. Case supporting application:-…………………………………………………………….…….. ……………………………………………………………………………………..………….…… ………………………………………………………………………………………..……….…… ………………………………………………………………………………………………….….. Manager's Signature: .................................................................. Trust Policy and Procedure for Expenses V2.3 Human Resources September 2010 Date: ......................... Page 18 of 18
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