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TRAVEL AND SUBSISTENCE POLICY

FINANCE POLICY No.2

Applies to: All employees

Committee for approval: Finance and Performance Committee

Date of approval:

Review date: May 2018

Lead manager: Chief Financial Accountant

Version 1

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Travel and Subsistence Policy

CONTENTS

Paragraph

1 Introduction2 Statement of Intent3 Definitions4 Responsibilities

Section A – Travel

5 Car Travel6 Public Transport7 Air Travel8 Courses and conferences9 Change of base of work10 Carrying equipment in a private car11 Attendance at place of employment outside normal hours

Section B – Subsistence Allowances

12 Day Subsistence13 Night Subsistence14 Incidental expenses15 Long term overnight stays16 Late night duties allowance17 How to claim18 Other relevant procedural documents

Appendices

Appendix A Travel and Subsistence Claim formAppendix B User GuideAppendix C Mileage AllowancesAppendix D Return Mileage MatrixAppendix E Subsistence AllowancesAppendix F Excess Travel Expenses Claim form

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1. Introduction

1.1. This policy has been developed to provide a clear understanding of the Trust’s principles in respect of business travel and expenses and sets out the rules and guidance to be followed for the authorisation and subsequent reimbursement of travel and associated expenses arising as a result of official duties undertaken on behalf of the Trust.

2. Statement of Intent

2.1. Wirral Community NHS Trust recognises the impact that travel can have on the environment and therefore acknowledges its role in maximising transport opportunities which both minimise carbon emissions and promote the most cost effective method of transport to employees undertaking official Trust business.

2.2. This policy applies to all staff employed by, or seconded to, Wirral Community NHS Trust.

2.3. Any attempt to submit a false claim will be treated as a serious disciplinary offence and referred to the Trust’s Local Counter Fraud Specialist for investigation.

3. Definitions

Salary Sacrifice:

A salary sacrifice is a system whereby an employee gives up the right to receive part of their pay due to them under their contract of employment in return for the employer’s agreement to provide some form of non-cash benefit.

Business Travel:

Travel arising as a result of official duties undertaken on behalf of the Trust.

Lease Car:

A lease car is a vehicle that is provided under a contract hire agreement by a leasing company and is predominantly used for a combination of business and private use.

Hire Car:

Hire cars are provided by a daily rental company for short term use and normally for a specific purpose. Periods of hire would not normally exceed 28 days.

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Base:

A base is where an employee may be attached or report to or where correspondence is normally sent. It may not be a permanent workplace and it may not be where the employee’s line manager has a permanent work base.

Heavy equipment:

The equipment exceeds a weight which could be reasonably carried by hand.

Bulky equipment:

The equipment cannot be carried in the boot of the car and is so bulky as to reduce the seating capacity of the vehicle.

4. Responsibilities

4.1.Directors

Directors should: Actively encourage sustainable transport options amongst staff

wherever possible and lead by example in this regard; Ensure that managers within their Division apply this policy in a fair

and consistent way.

4.2. Managers

Managers are responsible for reviewing and approving travel arrangements within their areas of responsibility and should incorporate the principles contained within this policy into their decision making and business planning.

Managers should:

Actively encourage sustainable transport options amongst staff wherever possible and lead by example in this regard;

Ensure that this policy is applied in a fair and consistent way; Identify those employees whose role requires them, during the course

of their work, to claim travel and associated expenses and to inform those employees of their responsibilities under this policy;

Check travel and subsistence claims for appropriateness and accuracy and authorise as required;

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Ensure that travel and subsistence claims, once authorised, are submitted for payment without delay, in accordance with the payroll processing timetable.

4.3. Employees

Employees should:

Apply this policy when making travel arrangements; Submit mileage and subsistence claims in a timely and accurate

manner, i.e. within 3 months. Claims older than 3 months will not be paid unless the employee has been on long-term sickness absence;

Incur only expenditure that is consistent with the Trust’s needs using the most economic route;

Wherever possible, book public transport in advance and take advantage of any special deals in order to maximise cost savings.

5. Car Travel

5.1. Eligible mileage

The new Agenda for Change system for reimbursing business mileage which came into effect on 1 July 2013, introduces the principle of ‘eligible mileage’.

This means that employees will be reimbursed for miles travelled in the performance of their duties which are in excess of the home to agreed work base return journey.

Normally, the miles eligible for reimbursement are those travelled from the agreed work base and back. However, when the journey being reimbursed starts at a location other than the agreed work base, for example home, the mileage eligible for reimbursement will be as set out in the table below:

Eligible Mileage – Illustrative Example

In this example the distance from the employee’s home to the agreed base is 15 miles.

Journey (Outward) Distance Eligible milesHome to base 15 miles NoneHome to first call Less than 15 Eligible mileage starts

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miles 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

baseLast call to home Less than 15

milesEligible mileage ends 15 miles from home

Last call to home More than 15 miles

Eligible mileage ends 15 miles from home

5.2. Using own vehicle

It is the responsibility of the employee to ensure that, if he/she is required to use his/her own private vehicle, his/her insurance policy covers business use.

Copies of current insurance policy, driving licence, and current M.O.T. certificate will be requested by line managers annually to be included in the personnel files held by managers.

Employees authorised to use their own car on Trust business will be reimbursed at the rates shown in Appendix C and claims should be made in accordance with the expense claim form shown in Appendix A. This should include full details of the journey including date, reason for journey, starting points and destinations in the appropriate columns. The word ‘meeting’ is not sufficient as the reason for the journey and a fuller description is required.

The Trust will not reimburse parking fines, congestion charge fines, or fines for other motoring related offences.

5.3. Trust lease car scheme

The scheme is open to all Trust employees who are required to use a vehicle for official business for a minimum of 3,500 miles per annum and where it is in the financial interests of the Trust to offer such a vehicle. The employee makes a contribution towards the cost of the vehicle, which is considered to be a taxable benefit by HM Revenue and Customs. See separate lease car policy for further details.

5.4. Motorcycles

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For the purpose of this policy the term ‘motorcycles’ includes motorcycle combinations, motor scooters, and motor assisted bicycles.

5.5. Bicycles

Employees utilising bicycles for business travel purposes are entitled to claim travel expenses at the rate detailed in Appendix C.

5.6. Passengers

With the exception of lease, pool, or hire vehicle users, where other employees or members of the Trust travel together in the same vehicle on Trust business and their fares would otherwise be payable by the employer, passenger allowances shall be paid at the rates shown in Appendix C.

5.7. Reserve rate

A reserve rate of reimbursement, as detailed in Appendix C, will apply to employees using their own vehicles for business purposes in the following situations:

If an employee unreasonably declines the employer’s offer of a lease vehicle

When employees are required to return to work or work overtime in line with Section 3 of the NHS Terms and Conditions of Service Handbook on any day, and incur additional travel to work expenses on that day. This provision will apply if the employee chooses to be paid for the extra hours or takes time off in lieu.

When a claim for excess mileage is made in situations where there is a compulsory change of base, either permanent or temporary, resulting in extra daily travelling expenses.

If an employee uses his or her own vehicle when suitable public transport is available and appropriate in the circumstances, subject to a maximum of the public transport cost which would have been incurred and the rules on eligible miles.

5.8. Car parking and other travel costs

Car parking expenses incurred whilst on official Trust business should be claimed using the Trust’s Travel and Subsistence claim form (see Appendix A). Receipts should be produced wherever possible.

Costs of overnight garaging or parking will not be reimbursed unless the employee is entitled to night subsistence allowance for overnight absence.

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Other travel costs such as Mersey tunnel tolls should be claimed using the Trust’s travel and subsistence claim form (see Appendix A).

6. Public Transport

6.1.Rail travel

First class travel is not permitted for any member of staff, including directors, unless it can be demonstrated that it is the cheapest ticket available for the journey.

All staff are expected to plan travel in advance and to book using the cheapest practical fare.

6.2. Obtaining a ticket

The Trust currently uses a nominated travel agent to book all travel and/or accommodation for business purposes. A number of staff in the Trust have been trained to use the travel agent’s booking system and they will place the order on your behalf.

If you are unsure who your nominated user is please contact your line manager in the first instance, otherwise contact the Head of Procurement.

If, however, employees are able to source tickets cheaper than the nominated travel agent then tickets should be booked outside of the travel agent.

6.3. Transport to and from train station

All employees travelling on business visits are entitled to claim the following:

The cost of travel between their home and the train station at the start and end of the business trip, excluding usual home to base mileage.

The cost of return transport between the train station and their hotel, or other destinations, in a courtesy car or taxi, (unless the organisation being visited has made arrangements for these transfers) but only if use of public transport is not appropriate.

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6.4. Tube tickets

Tube travel expenses should be claimed for on the Trust’s travel and subsistence claim form (see Appendix A). Tickets or receipts if possible must support the claim.

6.5. Bus travel

Bus travel expenses should be claimed for on the Trust’s travel and subsistence claim form (see Appendix A). Tickets or receipts must support the claim.

7. Air Travel

Air travel is permitted only if it is the cheapest mode of transport, or due to individual circumstances the most appropriate. The most economical flight must be chosen. If you are travelling on an internal flight within the United Kingdom you are entitled to claim for your transport mileage, excluding home to base mileage, and associated car park costs or taxi fare to and from the airport.

7.1.How to book

The Trust currently uses a nominated travel agent to book all travel and/or accommodation for business purposes. A number of staff in the Trust have been trained to use the travel agent’s booking system and they will place the order on your behalf.

If you are unsure who your nominated user is please contact your line manager in the first instance, otherwise contact the Head of Procurement.

If, however, employees are able to source tickets cheaper than the nominated travel agent then tickets should be booked outside of the travel agent.

7.2. Transport to and from airports

All staff travelling on business visits are entitled to claim the following:

The full cost of travel between their home and the UK airport at the start and end of the overseas business trip, excluding usual home to base mileage.

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The costs of return transport between the overseas airport and their hotel, or other destinations, in a courtesy car or taxi unless the organisation being visited has made arrangements for these transfers.

7.3. Foreign travel

Where expenses are incurred in foreign currencies, the amount incurred should be shown in pounds sterling. The rate of exchange to be used will be the rate given when the foreign currency was purchased.

A receipt showing the exchange rate claimed should support this.

8. Courses and Conferences

8.1. Expenses incurred as a result of travel to conferences or training courses only can be claimed for using the Trust’s travel and subsistence claim form (see Appendix A).

8.2. Claims will be reimbursed at the rates shown at Appendix C for all training courses. Details must be given on the appropriate section of the travel and subsistence claim form and kept separate from normal travel expenses.

8.3. Where more than one employee is attending a conference/course, transport should be shared wherever possible.

8.4. When attending training courses, travelling expenses via the most economical route will be reimbursed. Where more than one employee is attending a conference/course transport should be shared wherever possible.

9. Change of Base of work

9.1. If the Trust requires you to change your base of work, you are entitled to claim excess mileage by completing the Excess Travel Expenses Claim Form as shown in Appendix F.

9.2. This is payable for a period of four years from the date of transfer unless the employee is subsequently moved back to their original base, at which point the excess mileage claim will cease. The calculation of the payment is shown at section 9.6.

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9.3. The excess shall be calculated on the basis of the bus fares, standard rail travel, or, if the employee travels by private motor vehicle, the reserve mileage rate. Employees with Trust lease cars will be paid at the lease car mileage rate. Mileage must be calculated on a postcode to postcode basis using AA Route Planner (http://www.theaa.com/route-planner/index.jsp ).

9.4. For employees with Trust lease cars it is important that you read the Lease Car Policy and understand the tax implications of claiming excess travel before claims are submitted. HM Revenue and Customs currently class the payment of excess travel as fuel provided for private use by the Trust and will tax accordingly.

It is important to be aware that the tax liability is calculated as a percentage of a fixed sum set by HM Revenue and Customs and it, therefore, may be far in excess of the actual cash payments received. Please see the HM Revenue and Customs website for further details (www.hmrc.gov.uk ).

9.5. The payment is based on the difference in mileage between the employee’s home to their old base and their home to new base.

Old Base New Base DifferenceHome 36 miles 48 miles 12 miles

If an employee moves closer to their new base during the four year period, their excess mileage payments will be reduced to reflect the change. It is the employee’s responsibility to notify payroll of any change in address in a timely manner. Any resulting overpayments will be reclaimed from staff under the Overpayments Policy.

9.6. Once the employee has completed their Excess Travel Expenses Claim Form, their line manager must check and verify the information provided by dating and signing the form. It should then be forwarded to Payroll Services for processing.

9.7. Once entitlement to excess travel has been confirmed, payment will be made via payroll each month and no further claim forms are required to be submitted. However, employees must inform their line manager and payroll if they move house so that a change of address form can be completed and their entitlement to excess travel recalculated. However, it should be noted that any increase in excess mileage resulting from a house move will not be paid.

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9.8. If the employee is subject to a further change of base during the four year claim period an assessment will need to be made by the line manager in respect of the employee’s continued eligibility to claim and where necessary a new claim for excess mileage should be be completed for the time remaining within the four year period. It is the employee’s responsibility to inform their line manager that they are already receiving excess mileage for a previous change of base.

9.9. Excess travel will be adjusted during any period of absence, except for annual leave.

10. Carrying Equipment in a Private Car

10.1. If an employee is required by the Trust to carry heavy or bulky equipment in a private car, an allowance at half the passenger rate set out in Appendix C shall be paid for journeys during which the equipment is carried, provided that either:

The equipment exceeds a weight which could be reasonably carried by hand. Risk assessments MUST be carried out by line managers before employees are allowed to carry heavy equipment.

The equipment cannot be carried in the boot of the car and is so bulky as to reduce the seating capacity of the vehicle.

10.2. It is the responsibility of the employee to ensure that any equipment being carried in the vehicle is safely and securely stored and transported. Every employee has a responsibility of care under the Trust’s Standards of Conduct and Disciplinary Policy and any misuse or mishandling of Trust equipment will be dealt with under that policy.

11. Attendance at Place of Employment Outside Normal Hours

11.1. This applies to employees who are required to return to or attend their place of employment outside their normal hours of duty, in circumstances where they would be entitled to overtime or time off in lieu.

11.2. In these circumstances, any expenses which are in excess of the expenses incurred as a result of their normal attendance at work shall be reimbursed at the reserve mileage rate shown in Appendix C.

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11.3. Claims for expenses should not be met where no additional expenditure has been incurred, for example where the employee concerned has a season ticket, or where the time lapse between two consecutive periods is sufficiently short for it to be considered reasonable for the employee to remain at or near their place of employment.

12. Day Subsistence

12.1. A meal allowance may be payable when an employee is necessarily absent from home on official Trust business and is more than five miles away from their base by the shortest practicable route. Day meals allowance rates are set out in Appendix E and are only paid where the employee necessarily spends more on a meal/meals than would have been spent at their place of work. These allowances are not paid where meals are provided free at the place visited or if the member of staff is able to make the same arrangements as they would at their usual place of work.

12.2. A single meal allowance will be payable if the employee is away from their base, or other Trust premises, for more than five hours including the lunch period of 12 noon to 2pm. The actual receipted cost of the meal will be reimbursed up to the maximum shown in Appendix E.

12.3. To claim an evening meal allowance an employee would normally be expected to be away from base, or other Trust premises, for more than ten hours and unable to return to their base or home before 7pm and as a result of the late return is required to have an evening meal.

13. Night Subsistence

13.1. Employees will be reimbursed the actual receipted cost of accommodation in a hotel, guesthouse, or other commercial accommodation incurred whilst undertaking official Trust business, up to the maximum limits set out in Appendix E. However, it is expected that accommodation should be booked in advance via the Trust’s nominated travel agent or the Procurement department to avoid staff having to reclaim costs.

13.2. The Trust will reimburse employees with the actual receipted cost of all meals in each complete 24 hour period up to the maximum limit set out in Appendix E. Part periods of less than 24 hours will be reimbursed at Day Subsistence rates.

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13.3. Where an employee chooses to stay overnight in accommodation which costs more than the maximum limit, the employee must pay for the excess cost.

13.4. However, where the maximum amount is exceeded for genuine business reasons, such as the choice of hotel was not within the employee’s control (for example when staying at a conference hotel) or cheaper hotels were fully booked, additional financial assistance may be granted at the discretion of the Line Manager.

13.5. Where an employee stays for short overnight periods with friends or relatives or in non-commercial accommodation, the flat rate sum set out in point 2 of Appendix E is payable. This includes an allowance for meals but no receipts will be required.

13.6. Employees staying in accommodation provided by the employer or host organisation shall be entitled to an allowance to cover meals which are not provided free of charge up to the total set out in point 4 of Appendix E.

14. Incidental Expenses

Where accommodation and meals are provided without charge to employees, for example on residential training courses, an incidental expenses allowance at the rate set out in point 6 of Appendix E may be payable. All payments of this allowance are subject to the deduction of appropriate tax and National Insurance contributions via the payroll system.

15. Long Term Overnight Stays

After the first 30 nights’ stay in the same location the entitlement to night subsistence shall be reduced to the maximum rates set out in point 3 of Appendix E. Meal allowances are not payable to these employees. Those who continue to stay in non-commercial accommodation will continue to be entitled to the rate set out in point 2 of Appendix E.

16. Late Night Duties Allowance

16.1. An employee who is required to work late at night in addition to a day duty may be paid an evening meal allowance at the rate set out in point 5 of Appendix E. It will be for the Trust to determine who will be entitled and in what circumstances.

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16.2. Late night duties allowance will be subject to deduction of appropriate tax and National Insurance contributions via the payroll system.

17. How to Claim

17.1. Generally expenses will not be regarded as reasonable if they exceed the guideline amounts set out in Appendix E.

17.2. The authorising line manager must be satisfied that the amount claimed is reasonable in the context of the guidelines before validating the claim. Expenses should be claimed on Travel and Subsistence claim forms. A sample form together with guidance on how to complete and submit is attached at Appendix A.

18. Other Relevant Procedural Documents

FP01 Lease Car PolicyHS19 Occupational Road Risk (Driving at Work) PolicyHRP01 Standards of Conduct and Disciplinary PolicyCode of Conduct for Handling Personal Identifiable InformationGP8 Incident Reporting Policy

Appendix A – Travel and Subsistence Claim form

TRAVEL AND SUBSISTENCE CLAIM FOR THE MONTH OF 20

Full Name: Cost Centre: K Home Address:

Assignment No: Band:

Base: Job Title:

PLEASE COMPLETE THIS SECTION IF YOU REQUIRE REIMBURSEMENT FOR COURSE OR CONFERENCE EXPENSESNB - * Indicates that a receipt must be attached before reimbursement can be made

Date of Journe

y

Course /Conference

Attended

Full details of journeyMileage

(No. of miles)R=Rail T=Taxi B=Bus P=Parking TL=Tunnel

Accommodation*

Course Fee*

Subsistence – Times Spent on

Official Business

Official

PTR Pass £ Type £ £ From

To £

I DECLARE THAT:(a) The Travelling Expenses Allowances claimed are in accordance with the terms and conditions of service determined from time to time and have not been claimed from any other authority; where day Subsistence Allowances are claimed, I spent more on meals than if I had been at my base, and where an allowance for more than 10 hours is claimed, I necessarily incurred expenditure on an additional meal.(b) The Claim for mileage allowance is in respect of a ……….…..… CC car.Make: …………………….. Model:……………………… Reg: …………………………..(c) To the best of my knowledge and belief my car was roadworthy throughout this period covered by the claim.(d) My car is fully insured for Business Usage and against Third Party risks.My Insurance Company is unchanged/has changed to

Signature Date

LEASE CAR USERS – please complete

Start Mileage Vehicle Registration

Finish Mileage

PAYROLL

Claim Claim No. ofFrom To Days

AUTHORISATION:I certify to the best of my knowledge and belief, the claimant was engaged on the duty stated on the dates shown above.

General Mileage General expenses Course Expenses

Signature Date Date of Payment

Date of Journey

Purpose Full details of journeyCAR MILEAGE – No. of Miles Other Travel Subsistence

Official Miles

PTR Miles Home to Duty

On Call Miles

Passenger Miles

R=Rail T=Taxi B=Bus P=Parking TL=Tunnel

Time spent on business Amount

£ Type From To £

Total

Appendix B – User Guide

Guidance on Completing Travel & Subsistence Claim Form

1. The Trust’s Travel and Subsistence Claim Form must be used to claim approved travel and subsistence expenses incurred on official Trust business including business mileage reimbursement, subsistence, training courses and conferences.

2. Following authorisation, claim forms should be submitted by the Line Manager to the Payroll Department on a regular monthly basis, unless the frequency of official travel is very small when claims should be submitted every three months. For details of claim form submission deadlines please contact either the Payroll Department or Human Resources.

3. Other than in exceptional circumstances, receipts should be obtained and stapled to your claim form to support the reimbursement. The absence of proper receipts may mean that in certain circumstances the Trust is unable to reimburse you.

4. The Trust reserves the right to reject claims which are more than three months old and therefore you must ensure that you submit any claim in a timely manner. The only exception to this will be for staff returning from long-term absence.

5. Claims will be paid with your monthly salary and details of the payment will be included on your payslip.

Form completion requirements

6. Claim forms should always be completed legibly in ink and a cancellation line drawn across unused lines of the form. Claim forms which are incomplete or illegible in any respect may be returned to you, resulting in a delay in payment.

7. Please ensure that the details at the top of the form, i.e. month of claim, name, address, assignment number, band, base, and job title are completed in full.

8. Your assignment number consists of the following: payroll number, pay point number and assignment number and can be found on the front of your payslip (for e.g. 844_660 z 0000). Quoting these details will assist in the prompt processing of your claim.

9. All columns must be totalled and the blank lines from the end of the claims ruled through prior to sign off.

10. Lease car users: It is very important that all three boxes of the section relating to lease car users are completed on a monthly basis, i.e. vehicle registration and start and finish mileage. The start and finish mileages must tally from one month to the next. This information is logged and used in the compilation of tax information and for comparison with the contractual arrangements of the lease.

Journey details

11.Full details of each business journey for which a claim is being made should be provided including date, purpose (i.e. why the journey was made or who was visited), starting point, destination and end point of journey.

Mileages

12.For distances between relevant NHS bases and regular business locations please refer to Appendix D, which is the Trust’s return mileage matrix. Mileages to other destinations should be calculated on a direct postcode to postcode basis using AA Route Planner (http://www.theaa.com/route-planner/index.jsp ).

13.Where a different mileage to the matrix is claimed, a valid reason must be stated and your manager must authorise that this variation was necessary, otherwise Payroll will amend travel mileages claimed in line with the matrix.

Other travel

14.Other than in exceptional circumstances, receipts must be provided wherever possible to support claims, for example parking. An exception is Mersey Tunnel tolls as receipts are not given. Receipts must be securely attached, for example stapled, to the Travel and Subsistence claim form.

Subsistence

15.For claims under this heading, start and finish times of official business must be entered in the boxes ‘From’ and ‘To’ provided on the Travel and Subsistence claim form.

Declaration

16.Please ensure that non lease car users complete the details contained within the declaration in full, i.e. CC of car, make, model, and registration, including signing and dating. Lease car users are only required to sign and date the declaration.

Authorisation

17.The claim must always be signed as approved by an officer listed on the Payroll authorised signatories list. Claims certified by unauthorised signatories will be returned to the claimant.

Management responsibilities

18. It is the responsibility of each Line Manager when authorising a claim to ensure that:

By way of the induction process, staff are able to demonstrate a full understanding of both the Travel and Subsistence claims process, including the requirement for receipts, and where appropriate the importance of accurate journey detailing and sequential visit recording in order to satisfy audit requirements. The purpose column on the claim form should be explicit about the journey (for example, to enter ‘see diary’ constitutes an incomplete claim and managers should reject).

They are explicit with staff in respect to a monthly cut-off date for forms being received by them for authorisation.

Claim forms are submitted to Payroll along with the staff attendance records (SARs) within the first four days of the month.

Appendix C – Mileage Allowances

Type of vehicle/ allowance

Annual mileage up to

3,500 miles

Annual mileage over 3,500 miles

All eligible miles

travelled

Car (all types of fuel) 54p per mile 20p per mile

Motor Cycle 28p per mile

Pedal Cycle 20p per mile

Passenger allowance 5p per mile

Reserve rate 28p per mile

Carrying heavy or bulky equipment 3p per mile

Appendix D – Return Mileage Matrix

Appendix E – Subsistence Allowances

1. Night Allowances – First 30 nights

Actual receipted cost of bed and breakfast:

Within London – up to a maximum of £120 per nightElsewhere (including outside the UK) – up to a maximum of £80 per night

2. Night allowances in non-commercial accommodation

Per 24 hour period: £25

3. Night Allowances – After 30 nights

Maximum amount payable: £35

4. Meals Allowance

Per 24 hour period: £20

5. Day Meals Subsistence Allowances

Lunch allowance (more than five hours away from base or other Trust premises, including the lunchtime period between 12pm to 2pm) £5

Evening meal allowance (more than ten hours away from base or other Trust premises and return after 7pm) £15

6. Incidental Expenses Allowance

Per 24 hour period: £4.20

Please note: This allowance is subject to a tax liability

7. Late Night Duties Allowance

Per 24 hour period: £3.25

Please note: This allowance is subject to a tax liability

Appendix F – Excess Travel Expenses Claim Form

WIRRAL COMMUNITY NHS TRUST CLAIM FOR EXCESS TRAVELLING EXPENSES

I wish to claim Excess Travelling Expenses for a period of four years, in accordance with the national ‘Agenda for Change’ terms and conditions of service. I confirm that I have read the Travel and Subsistence Policy and understand my responsibilities within that policy.

NB the maximum excess mileage payable cannot be more than the mileage that would have been travelled between your old and your new base.

PR/PP/PERNo: Payroll Officer:

Name & Initials …………………………… Former base………………………………….(In block letters please)Home address……………………………… New base…………………………………….

……………………………………………...

Postcode……………………………………. Please tick appropriate box

Job Title………………………………… Weekly Paid…… Monthly Paid……

Date of Transfer…………………………….

Transport Details Please tick appropriate box

Car…… Bus/Train……

I certify that the Excess Expenses I will incur are as detailed below: -

1 Present daily return cost of travel – Bus and/or train £…………… Future daily return cost of travel – Bus and/or train £…………… Or Excess Cost £……………

2 Present daily return mileage was………………………………..miles Future daily return mileage will be………………………………miles

Excess ………… miles at…………….per mile………… £……………

I attend for duty at my present base on……………occasions each week and will be attending for duty at my new base on……………occasions each week.

Signed: …………………………………. Date …………

For completion by the Line Manager

Signed: …………………………………. Name: ………………………………….

Job Title: …………………………………. Date …………

The Manager should retain a copy for the individual’s personal file and forward the original to payroll services for payment.

NB If you are a Lease Car or Salary Sacrifice Car Holder you are signing this form to say you have read and understood the Lease Car Policy/Salary Sacrifice Scheme and the tax implications as detailed within the Policy.