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«2 April 2012 To be used from 2nd April 2012 JNCC Staff Expense (Travel & Subsistence) Rates and Procedures for Making Claims Introduction This policy ...»

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JNCC Staff expenses:

Travel and Subsistence

Rates and Procedures

2 April 2012

To be used from 2nd April 2012

JNCC Staff Expense (Travel & Subsistence) Rates and Procedures for

Making Claims


This policy sets out the procedures and rules governing all aspects of JNCC’s business travel and

related expenses. JNCC is committed to reducing the need for travel and its associated ecological

footprint and, where travel does take place, ensuring that, where possible, it is by the most costeffective, safest and least environmentally damaging means. This policy supports the JNCC's commitment to sustainable use of the environment and the targets outlined in the Sustainable Development Action Plan.

JNCC’s main direct impact on the environment is from staff travel and therefore staff have a personal responsibility to ensure that any business travel is necessary. It should be determined if the purpose of the trip cannot be achieved by other means of communication such as telephone, email or video conference. Individuals are also encouraged to co-ordinate attendance at meetings with other relevant staff to determine who is best placed to attend with a view to reducing the numbers attending where appropriate.

The procedures and rules within this document are designed to maintain a balance between minimising the financial and environmental costs of travel and ensuring that JNCC’s business objectives are delivered effectively. Following the flow chart in Annex A, if you determine that a meeting is required you should select the most appropriate mode of transport after consideration of

the following factors:

• The financial cost of travel

• The environmental costs associated with travelling

• Your ability to work whilst travelling

• The cost of your work time

• Your personal circumstances (e.g. impacts on your home life) Purpose The purpose of this expense policy is to establish firm ground rules, guiding principles and procedures for incurring travel and subsistence costs in the course of official business and to address the sustainability and environmental issues relating to such travel.

This policy details the expenses you may claim and supersedes all other previous guidance. The policy allows for properly justified exceptions to the normal procedures and rates to be agreed at the discretion of managers. These will be subject to monitoring and audit.

Aims • To maximise the welfare and safety of employees travelling on behalf of JNCC in accordance with JNCC’s Health and Safety policy

• To minimise JNCC’s travel costs

• To reduce JNCC travel throu

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Additional Parking/Speeding Fines provisions for Travellers will NOT be reimbursed for any parking fines or speeding tickets.

travel by car Car Parking, Congestion Charges & Tolls Car parking, congestion charges and toll charges necessarily incurred on official business are reimbursable.

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See annex B for minimum room standards Lodging This may be claimed where staffs are required to undertake detached duty.

allowance Staff will be reimbursed the actual cost of rent and utility standing charges at the detached duty location ( and consumption costs if a double commitment exists at

the home and detached duty station) up to the following daily ceilings:

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If a claimant’s family joins them at the detached duty station, managers or approvers may authorise reimbursement of actual rental costs and utility standing charges, within the limit of the ceiling for the lodging allowance for that location, where the employee is also incurring home rental/mortgage costs.

Foreign Travel Foreign and Commonwealth Office’s (FCO) country by country rate will apply as the basis for the ceiling for subsistence claims – as in the case of domestic travel receipts will be required for all expense claims made. The FCO no longer updates these rates, however HMRC have stated they will continue to apply the old rates until further advice is issued. The policy is in effect to shadow HMRC policy.

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Staff who are required to spend periods working at sea and who sleep on board Sea Allowance offshore research vessels may claim the sea allowance. This taxable amount includes a compensatory element for disturbance and cramped conditions, plus an element of incidental expenses incurred (e.g. satellite phone charges).

Self-catering Actuals should be claimed for self-catering accommodation, taking into account the accommodation above mentioned subsistence ceilings.

Payment of costs Until the contract with Redfern Travel Services has been implemented, the by staff Government Procurement Card (GPC) is the preferred option for payment for all travel bookings. This extends, wherever possible, to making subsistence purchases whilst on business, although it is recognised that this will not be possible in all cases. Transactions must fall within the card holder’s single transaction and credit limits.

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All tickets carry re-issue costs, which vary depending upon carrier, but some carry a 100% re-issue cost.

Theft/loss of Government policy is not to insure equipment. Consequently, all staff have a equipment or responsibility to look after JNCC equipment in their care and due care must be taken baggage to decrease the risk of theft or loss. Any loss or theft of JNCC property needs to be reported to Finance/IT and a report submitted to your line manager. A decision will then be made as to whether further investigation into the matter is required. If any negligence is found it could result in disciplinary action.

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Annex A (Continued) Type of transport The type of transport used should be selected using the flow chart in Annex A.

Where possible, meetings should be arranged to minimise travel. This might include organising a number of meetings in the same location, arranging meetings where most attendees are based, etc.

i Do you need to travel to the meeting?

Staff travel should only be undertaken where business cannot be satisfactorily undertaken by other means. Where appropriate, staff should use video-conference, phone or email as an alternative to travel in order to reduce the environmental, financial and social costs associated with travelling.

At the Peterborough office support is available from the IT department to set up the videoand tele-conferencing facilities. The facilities can be booked through the meeting room booking forms. For Aberdeen IT support contact the Information Manager and for Brussels contact the IT department in Peterborough.

ii Public transport Staff are expected to use public transport except where there is a clear case for using an alternative mode of travel. In making this decision account should be taken of personal safety (especially if travelling alone and/or after dark), the cost of travel and associated subsistence, savings in staff time and environmental impacts.

Rail transport is the preferred mode of transport throughout Great Britain and to those stations serviced by Eurostar. This offers the opportunity to work whilst travelling, minimises environmental impacts compared to air travel, and provides direct access to city centres, so avoiding congestion and parking problems. However, there will be occasions when air travel is an acceptable alternative, e.g. when travelling to European destinations by other methods of transport would involve unacceptably long journeys.

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As an alternative to hire cars, staff based in Aberdeen should consider using SNH vehicles.

iv Private transport use Public transport and car hire are usually favoured over private vehicle use. Travel using private vehicles is discourage unless essential. Please familiarise yourselves with the criteria for claiming the private transport rates and be aware that any misuse of the rates could result in disciplinary action.

Any staff member using their own transport should ensure that:

To be used from 2nd April 2012

• The vehicle has full comprehensive insurance covering business usage (note that some insurance companies have two levels of business use insurance – one level insuring only the individual and the second level covering other people travelling with the individual and equipment)

• The motor insurance policy does not have financial limits against claims in respect of a) bodily injury to, or death of, third parties, b) bodily injury to, or death of, any passenger, c) damage to the property of third parties, and d) damage to, or loss of, the claimant’s car

• The vehicle has up-to-date MOT and road tax

• The vehicle is owned by the staff member or their spouse or partner.

If a member of staff incurs an additional cost for insuring their car for business use, JNCC will consider re-imbursement of this cost.

The public transport rate will be paid when public transport is available but use of a private car offers the most efficient means of travel. The rate is not intended to reimburse travellers for the cost of using a private car, but is intended to provide a payment equivalent to the cost of public transport.

Payment of the public transport rate does not recognise the use of a private car for official purposes, on the basis that public transport would be more appropriate for the journey, and as such, no liability can be accepted by JNCC in the event of any accident, damage, injury or death.

The standard mileage rate will be paid when one or more of the following circumstances


• Public transport does not access the destination (or run at the time of travel)

• Heavy equipment precludes the use of public transport

• There is no hire car available or it would be impractical, unsafe or not cost-effective to use a hire car For rates for all private transport please see Mileage section.

v Passenger supplements Passenger supplements can be claimed when a private car is used on official business at either the public transport rate or standard mileage rate and official passengers are carried. Payment for each passenger is restricted to the distance that would have been travelled if the passenger’s journey had started and finished at their permanent workplace, or if less, the distance necessarily travelled.

vi Home to station mileage The difference in mileage will be paid provided the distance from home to station (rail, airport, etc.) is greater than the distance from home to office. The public transport rate is then applicable. If your normal mode of travel to work is by public transport then you should deduct that cost from your total claim.

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Distances can be compared using one of the following links:

http://www.viamichelin.com/viamichelin/gbr/dyn/controller/Driving_directions http://www.theaa.com/travelwatch/planner_main.jsp http://maps.google.co.uk vii Taxis

Taxis should only be used when one or more of the following circumstances applies:

• For short journeys for which there is no suitable method of public transport

• Where they are cheaper than public transport due to a number of staff sharing a taxi

• Where heavy luggage and/or equipment has to be transported

• Where there is a considerable saving in travel time

• For the safety of a staff member travelling alone or after dark viii Air travel Because of the environmental impact, air travel is not encouraged within Great Britain or to destinations serviced by Eurostar. However, there are exceptions (see ii above).

To be used from 2nd April 2012 Annex B Accommodation B.1 Hotels JNCC will pay for overnight accommodation when the costs are less than would be incurred by daily travel to that location or when travel necessitates an unacceptably early start or late return home.

If individuals are unable to travel and incur ‘no-show’ charges as a result they may be requested to explain why they were unable to travel or decided to cancel the accommodation.

Repeated offenders may be subject to disciplinary procedures.

Mini-bar/TV/video bills, personal telephone calls and any other personal charges will not be reimbursed by JNCC.

B.2 Hotel rate caps background information:

The hotel rate caps are based on the following room specification:

• Hot or cold breakfast available

• Lockable door and security solution (i.e. peep hole or security chain). The surrounding area should be pleasant and of a good standard (i.e. non – threatening, lit at night, safe respectable etc.)

• En-suite facilities including shower

• Intercom/emergency communication solution (the ability to communicate with reception without leaving the room)

• Tea/coffee making facilities

• Television and remote control

• Wardrobe/hanging space

• Work area and chair, a telephone and ideally an internet connection point or Wi-Fi

• Non smoking room

• Up to date fire and safety regulations/evacuation plan visible in room

• Good decorative order and clean room on arrival

• Light switch accessible from the bed

• Adjustable temperature control/solution (i.e. a fan or air conditioning)

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Major Cities Aberdeen, Birmingham, Belfast, Bristol, Cardiff, Coventry, Edinburgh, Glasgow, Harlow, Leeds, Liverpool, Manchester, Middlesbrough, Newcastle, Oxford, Portsmouth, Reading, Sheffield, York.

Elsewhere All other locations not mentioned above.

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exceeded but clarification must be provided which will stand up to management scrutiny and audit.

Staying in accommodation that provides meals may be desirable in some cases, e.g. if a staff member travelling alone does not feel comfortable finding somewhere to eat on their own in the evening.

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