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My HR Knowledge Bank

Welcome to My HR Knowledge Bank.  You will find frequently asked questions on all current HR Policies and procedures, links to all policies, useful forms, guidelines and toolkits.

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TRAVELLING AND SUBSISTENCE EXPENSES

What can be claimed if an employee travels from home to a meeting rather than reporting to work first?

The shortest distance rule as contained within the Expenses Scheme would apply.

The Council's Expenses Scheme can be accessed here.

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What happens if an accident occurs whilst undertaking travel for work?

In the case of an accident an employee will need to inform their insurance company and follow the advice they are given and inform their manager of any driving accidents while at work.

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What happens if an employee gets another job when claiming redeployment expenses?

If following the redeployment, an employee applies for and obtains a new post, then the entitlement to reimbursement of redeployment/excess travelling expenses will cease.

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What happens if an employee moves address when claiming redeployment expenses?

If at any time during the period over which redeployment travelling expenses are claimed, an employee moves home further away from his new work relocation, additional expenditure incurred will not be reimbursed by the Council.

If at any time an employee moves home to a location nearer to the new base only the revised lesser amount of excess travelling expenses incurred will be reimbursed.

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What is meant by 'business use'?

Business use is not driving to and from your normal place of work in your own vehicle, but is driving any vehicle owned, hired or leased by the Council; driving your vehicle to attend a training course away from your normal place of work; driving your vehicle to and from other offices and sites away from your normal base; carrying service users; and any journey for which you would normally be able to claim a mileage allowance.

Full details can be found in the Driving on Council Business Policy. 

The Driving on Council Business Policy and the Council's Expenses Scheme can be accessed here.

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What is meant by the term 'shortest route'?

This term refers to the distance traveled, not the shortest route in terms of time. Employees can of course, take a longer route for convenience, and the entry onto the online e expenses system, Envoy should show this, however only the mileage incurred if they had traveled via the shortest distance route can be claimed. There is a facility on Envoy, to allow the amount of miles being claimed to be corrected to reflect the shortest distance route, an example is accessible here.

The Council's Expenses Scheme can be accessed here.

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What is the mileage rate for travelling expenses?

Employees are entitled to claim a flat rate of 35p per mile as the basis of reimbursement, where an employee uses their own vehicle for business purposes.

If an individual does not have access to a car but is required to carry out duties at another location, then the appropriate public transport rates should be claimed.  All receipts need to be submitted in order to make a claim for reimbursement.

The Council's Expenses Scheme can be accessed here.

Details of tax implications can be found at www.hmrc.gov.uk.

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What should be done if a manager feels false expense claims have been submitted?

Supporting evidence should be provided in respect of this claim to the Chief Officer who will determine what action should be taken.

Any proven case of abuse of this Scheme will be deemed as an act of gross misconduct and may be dealt with in accordance with the Council's Disciplinary Procedure which can be accessed here.

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Why do I have to provide a copy of my driving licence and car insurance?

Employees who drive whilst on Council business must be competent, appropriately licensed and insured.

Employees who drive specialist vehicles must be competent by holding the relevant licence and/or qualification for that type of vehicle.

You must ensure that you have business use insurance cover on any vehicle you use for work.

Full details can be found in the Driving on Council Business Policy. The policy and the Council's Expenses Scheme can be accessed here.

 

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