b) Overnight Accommodation (including Evening Meal and/or Breakfast) Charges Subject to prior agreement of the service – manager concerned that it is necessary for an employee to reserve overnight accommodation for business purposes, reimbursement of 100% of reasonable actual expenditure incurred on the above items will be approved. Note: Where the Council reserves the overnight accommodation (including any meals) and an invoice is submitted to the Authority for payment, no overnight accommodation claim need be submitted by the employee. d) Payment of Fines parking fines, etc., will not be reimbursed by the – Council. Expenses Incurred by Individuals Who Are Not Council Employees Note: you must first satisfy yourself that the individual is genuinely not an employee of the Council,or an office holder, before paying them this way. You must use the official HM Revenue & Customs web based tool at and/or the office holder guidance in in Accounting Instruction 17 to determine the employment status of such individuals, and retain a copy of the result with the invoice. If the individual is clearly not self-employed you must pay them through the payroll system. The Council meets out-of-pocket expenses incurred by individuals who are not employees of the Council but who attend meetings relating to policy formulation, performance review, etc., or who undertake statutory visits. These expenses comprise travelling, subsistence and caring (e.g. home care support). Expenses are met from within the appropriate service’s budget. Individuals who use their own vehicles may claim mileage. Mileage claims totalling less than £25 may be paid through petty cash; those totalling more than £25, or if they are frequent payments to the same individual (more than 6 per year), must be paid through the creditors system. The £25 limit has been agreed with the HMRC. Reimbursements should be paid at a rate no higher than that paid to County Councillors. The rates payable for the reimbursement of subsistence and caring costs are the rates applicable to County Councillors, and are detailed in the Members Allowances Scheme. The appropriate claim form must be completed and certified before payment is made, whether through petty cash or through the creditors system (see for a copy of a 'standard' form and accompanying checklist). Services may have their own forms for this purpose, which must request at least the same information as the 'standard' version). 3.5 Reimbursement Procedure
b) Overnight Accommodation (including Evening Meal and/or Breakfast) Charges – Subject to prior agreement of the service manager concerned that it is necessary for an employee to reserve overnight accommodation for business purposes, reimbursement of 100% of reasonable actual expenditure incurred on the above items will be approved. Note: Where the Council reserves the overnight accommodation (including any meals) and an invoice is submitted to the Authority for payment, no overnight accommodation claim need be submitted by the employee. d) Payment of Fines – parking fines, etc., will not be reimbursed by the Council. Expenses Incurred by Individuals Who Are Not Council Employees Note: you must first satisfy yourself that the individual is genuinely not an employee of the Council,or an office holder, before paying them this way. You must use the official HM Revenue & Customs web based tool at and/or the office holder guidance in in Accounting Instruction 17 to determine the employment status of such individuals, and retain a copy of the result with the invoice. If the individual is clearly not self-employed you must pay them through the payroll system. The Council meets out-of-pocket expenses incurred by individuals who are not employees of the Council but who attend meetings relating to policy formulation, performance review, etc., or who undertake statutory visits. These expenses comprise travelling, subsistence and caring (e.g. home care support). Expenses are met from within the appropriate service’s budget. Individuals who use their own vehicles may claim mileage. Mileage claims totalling less than £25 may be paid through petty cash; those totalling more than £25, or if they are frequent payments to the same individual (more than 6 per year), must be paid through the creditors system. The £25 limit has been agreed with the HMRC. Reimbursements should be paid at a rate no higher than that paid to County Councillors. The rates payable for the reimbursement of subsistence and caring costs are the rates applicable to County Councillors, and are detailed in the Members Allowances Scheme. The appropriate claim form must be completed and certified before payment is made, whether through petty cash or through the creditors system (see for a copy of a 'standard' form and accompanying checklist). Services may have their own forms for this purpose, which must request at least the same information as the 'standard' version). 3.5 Reimbursement Procedure
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