Mileage and Travel All journeys must be discussed with line management beforehand. Where pre-approval is not sought claims may be rejected. When making a claim a receipt needs to be shown to the manager and submitted to HR for audit purposes. Personal Car Use – In the that employees need to use their own car on business, it is the responsibility of the line manager to check business insurance and driving licenses. Please see the for more information. Accommodation To reduce the need for claims to be made, overnight accommodation and related expenditure must ordinarily be approved and arranged beforehand. Employees should not normally stay overnight at the council’s expense. Where it is possible to travel on the day of the meeting/conference etc. an overnight stay should not be claimed. Where an overnight stay is unavoidable, arrangements should, wherever possible, be made for accommodation and food prior to departure. Reasonable adjustments should be taken into account for disabled staff. Accommodation should be booked in line with procurement guidance. This can be found on the booking pages on . Where food is not available at the accommodation (i.e. Travelodge) any reimbursement of expenditure will be subject to Director or nominated delegate approval, and should be agreed in advance. Before authorising overnight accommodation the line manager must satisfy themselves that the overnight stay is necessary in performing SCC business, and that the most cost effective accommodation has been obtained. Meals and refreshments Reasonable costs for meals and refreshments will only be paid in exceptional circumstances. A claim can be made for actual expenditure up to the subsistence limits where: You are away from your home or normal place of work. You incur an unavoidable additional cost. You are on SCC business when you incur the expense. Claims for meals and refreshments will not be payable to employees who would normally be expected to be out of the office on a regular basis to perform their duties. In these circumstances employees are expected to make their own arrangements for meals. Where an employee would normally purchase food or a meal, or bring food with them to work, subsistence will not apply as no additional cost is incurred. This includes all situations where an
Mileage and Travel All journeys must be discussed with line management beforehand. Where pre-approval is not sought claims may be rejected. When making a claim a receipt needs to be shown to the manager and submitted to HR for audit purposes. Personal – Car Use In the that employees need to use their own car on business, it is the responsibility of the line manager to check business insurance and driving licenses. Please see the for more information. Accommodation To reduce the need for claims to be made, overnight accommodation and related expenditure must ordinarily be approved and arranged beforehand. Employees should not normally stay overnight at the council’s expense. Where it is possible to travel on the day of the meeting/conference etc. an overnight stay should not be claimed. Where an overnight stay is unavoidable, arrangements should, wherever possible, be made for accommodation and food prior to departure. Reasonable adjustments should be taken into account for disabled staff. Accommodation should be booked in line with procurement guidance. This can be found on the booking pages on . Where food is not available at the accommodation (i.e. Travelodge) any reimbursement of expenditure will be subject to Director or nominated delegate approval, and should be agreed in advance. Before authorising overnight accommodation the line manager must satisfy themselves that the overnight stay is necessary in performing SCC business, and that the most cost effective accommodation has been obtained. Meals and refreshments Reasonable costs for meals and refreshments will only be paid in exceptional circumstances. A claim can be made for actual expenditure up to the subsistence limits where: You are away from your home or normal place of work. You incur an unavoidable additional cost. You are on SCC business when you incur the expense. Claims for meals and refreshments will not be payable to employees who would normally be expected to be out of the office on a regular basis to perform their duties. In these circumstances employees are expected to make their own arrangements for meals. Where an employee would normally purchase food or a meal, or bring food with them to work, subsistence will not apply as no additional cost is incurred. This includes all situations where an
SCC-PAY-HRG-SubsGuide.docx