APPENDIX I:
TRAVEL AND SUBSISTENCE SCHEME
(Paragraph 70)
UK Travel and Subsistence
General arrangements
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 Establishment 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 Accountant's Office for payment.
7. Any queries on the operation of this scheme should
be addressed to the Establishment Office.
8. The Establishment 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 authorised for Officers of the
House, and those travelling with them, where this enables them
to work on the train, or where they are accompanying a Peer.
14. Car mileage and reimbursement of parking costs
may be authorised if travel by rail is less convenient. The rate
from 1 April 2001 shall be 28.2 pence per mile and be up-rated
annually on 1 April by the increase in all items RPI over the
previous 12 months. An additional mileage allowance is available
to staff providing lifts to other staff.
15. 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
16. 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.
17. Day subsistence where this is not covered by
course fees (to cover lunch, dinner and incidentals) shall be
at the rate of £4.45 for breakfast, £4.71 for lunch
and £18.26 for dinner (or £22.97 combined lunch and
dinner) up-rated annually on 1 April by the increase in all items
RPI over the previous 12 months.
Overnight subsistence
18. 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 17 above).
Overseas Travel and Subsistence
General Arrangements
1. 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).
2. 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 Establishment
Office.
3. 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.
4. An advance of foreign currency to cover incidental
expenses may be authorised.
Travel expenses
5. 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.
6. 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.
7. 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.
8. 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
9. 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 Committee Office Visits Co-ordinator
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
10. 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 Manager will be able to offer advice
on the amount.
Insurance
11. Staff travelling overseas (and in the U.K.) are
covered for death and injury benefits under the House of Lords
Staff Pension scheme.
12. 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.
13. 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.
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