House of Lords - House of Lords Staff Handbook

House of Lords Staff Handbook Seventeenth Edition

APPENDIX F:TRAVEL AND SUBSISTENCE SCHEME

(Paragraph 3.29)

1. These provisions apply to staff who, in connection with their work, incur expenses from travelling to and from destinations other than the House of Lords; spending time away from the House of Lords; and/or staying overnight away from home. They do not apply to staff travelling with Select Committees under conditions laid down by the Clerk of Committees.

2. Expenses may be reimbursed provided that the purpose of travel has been approved in advance by the Head of Office and the subsequent claim has been authorised by him/her. (In the case of a claim by a Head of Office, authorisation should be given by another authorised signatory). In no circumstances should a claimant authorise his/her own claim. Forms for submitting any claim may be obtained from the Human Resources Office.

3. Where practical, staff are encouraged to settle bills themselves (e.g. with a credit card) and claim reimbursement when the amount is known. If necessary an advance may be paid.

4. Heads of Office may decide that prior authorisation need not be sought for each of a programme of visits, or for travel within Greater London.

5. Wherever possible, all claims for reimbursement of actual expenses should be supported by receipts. Particular care should be taken to insert on the form the correct account code of the budget head from which the expenses are to be reimbursed.

6. Following completion of the form and authorisation by the Head of Office, no further authorisation shall be necessary before submission to the Finance Department for payment.

7. Any queries on the operation of this scheme should be addressed to the Human Resources Office.

8. The Human Resources Office will promulgate such annual up-ratings as may be necessary.

Travel expenses

9. The most economic mode of travel, having regard to all the circumstances, should be chosen.

10. Staff should use their existing Travelcards and season tickets wherever possible.

11. Where staff travel direct from home to an outside destination, the cost of any part of the journey which coincides with their normal journey to work may not be claimed. It is recognised that through ticketing arrangements and the possession of a season ticket may render this impractical in certain cases.

12. Taxis may be used only when through shared use they are likely to be cheaper than public transport or where use of public transport is impractical. Claims should include the reason for their use.

13. Rail travel should normally be standard class. First class travel may however be authorized for senior staff, and those travelling with them, where this enables them to work on the train, or where they are accompanying a Member.

14. Car mileage and reimbursement of parking costs may be authorised if travel by rail is less convenient. With effect from 1 January 2005 the House adopted a statutory system of mileage rates approved by HM Revenue and Customs.

15. The HMRC rates have been widely adopted by many public and private sector organisations and are used throughout the Civil Service. The rates will be updated in line with any changes made by HMRC. The current rates are:

First 10,000 business miles in the tax year Each mile over 10,000 miles in the tax year

Cars and vans 40p 26p

Motor cycles 24p 24p

Bicycles 20p 20p

An additional mileage allowance of 2.0p per mile is available to staff providing lifts to the first passenger carried and 1.0p for each additional passenger

16. Air fares may be claimed at economy rate, if the prior agreement of the Head of Office has been obtained. Air miles offered in connection with official travel may be viewed as a gift which might compromise the judgment of the recipient. They should not be taken up. Any benefits, including air miles, gained from the use of personal credit cards to meet official expenditure may be retained, however.

Day subsistence

17. No claims shall be entertained for subsistence in respect of residential courses or conferences where accommodation and meals are included in the course fee. However, a flat rate residential course allowance may be claimed in respect of each night spent away from home, for incidental costs. This rate, £5.00 a night from 1 April 2000, has been set up at a level that is exempt from income tax. It will be reviewed periodically in line with advice from the Inland Revenue.

18. Day subsistence where this is not covered by course fees (to cover lunch, dinner and incidentals) shall be at the rate of £5.03 for breakfast, £5.32 for lunch and £20.68 for dinner (or £26.01 combined lunch and dinner) up-rated annually on 1 April by the increase in all items RPI over the previous 12 months.

Overnight subsistence

19. It is rare for staff to have to stay away overnight on business, except when on courses or at conferences. Costs of accommodation vary widely throughout the country. In view of this it is proposed that actual cost of accommodation and any meals taken at the place of accommodation should be reimbursed. The level of accommodation should be no higher than room with bath at an hotel of about three-star level. Cost of meals not taken at the place of accommodation may be claimed at day subsistence rates (see paragraph 18 above).

Overseas Travel and Subsistence

General Arrangements

20. Staff travelling to work for international parliamentary assemblies do so under conditions determined by those assemblies; and staff travelling in connection with Select Committee visits do so under conditions laid down by the Clerk of Committees. These proposals therefore apply only to staff travelling overseas for official purposes not included in these categories. (Note: Where staff travelling to international assemblies have to pay for their own travel and reclaim the cost subsequently, an advance of salary may be made in cases where hardship would otherwise result. Application should be made to the Clerk of the Overseas Office.)

21. Unless different provision is made under the terms of this scheme, the principles governing UK travel will apply. Forms for submitting any claim may be obtained from the Human Resources Office.

22. Prior approval for overseas travel by staff must be given by the Head of Office, who should also inform the Clerk of the Parliaments in writing. Subsequent authorisation of payments will be made by the budget holder, normally the Clerk of the Overseas Office.

23. An advance of foreign currency to cover incidental expenses may be authorised.

Travel expenses

24. Car mileage may not be reclaimed for overseas travel, except in relation to travel in the U.K. at the start or end of the journey.

25. Air fares within Europe may be authorised at Club Class rates where full flexibility and the possibility of refund are required. Where flexibility is not important, economy fares should be used.

26. Intercontinental air fares may be authorised at Club Class. Every effort should be made to ensure the best discounts on intercontinental fares, consistent with the need to preserve an element of flexibility and possibility of refund.

27. Air miles offered in connection with official travel may be viewed as a gift which might compromise the judgment of the recipient. They should not be taken up. Any benefits, including air miles, gained from the use of personal credit cards to meet official expenditure may be retained, however.

Overnight subsistence

28. Actual cost of accommodation will be reimbursed. The level of accommodation should be room with bath at an FCO "marker" hotel, subject to any other considerations of proximity and security. The Overseas Office Visits Co-ordinator, Žana Paul (extension 3218), will be able to offer advice and in many cases, especially at frequent destinations like Paris, Bonn, Strasbourg, Brussels or Washington DC, will know of suitable places to stay.

Day subsistence

29. Day subsistence to cover the cost of all meals except breakfast, minor travel expenses, official phone calls and other incidentals, and travel insurance will be at FCO total residual rates. The Visits Co-ordinator will be able to offer advice on the amount.

Insurance

30. Staff travelling overseas (and in the UK) are covered for death and injury benefits under the House of Lords Staff Pension scheme.

31. Illness not arising from an accident is not covered by these arrangements. Staff are expected to pay their own medical or dental charges which will be reimbursed by the House on production of receipted bills.

32. It is sometimes difficult to obtain medical treatment overseas without evidence of private health insurance. Staff travelling overseas are therefore advised to take out comprehensive travel insurance to cover health and other insurable losses - money, baggage etc. The cost of the premiums is deemed to be covered by the elements within the subsistence allowances.