Travel and subsistence

You are reminded that when authorising claims, you should be fully satisfied that the claim is genuine and reasonable, before approving that the claim can be paid from the allocated budget.

Subsistence claims

Details of subsistence rates and the meals they can be claimed for are detailed in the Travel and Subsistence Policy, Appendix D. It should be noted that these are not fixed allowances but the maximum amount that can be claimed on production of an original receipt. Any claim that does not have a receipt should be removed from the claim.

Mileage claims

Before any employee may drive either their own vehicle, or a fleet or pool vehicle, in connection with their work, you must have completed the vehicle, licence and MOT checks. This requirement applies to all travel including one-off journeys to meetings or training events. For those employees who regularly travel by pool car or claim mileage, there is an annual check that should be carried out and a copy of each driving licence should be taken annually and held on file.

You should discuss travel arrangements with employees in advance to ensure the most effective and efficient travel option is accessed. Method and route should be based on the pool car rules of access and agreed in advance. You are asked to consider the type of journey employees will be required to undertake including the distance, frequency and nature (such as emergency call out or planned response).

Any mileage claimed outwith the standard mileage matrices must be calculated using the AA Route Planner and rounded to the nearest decimal place, for example 8.5 miles.