Expenses

Mileage claims

In line with the Council’s sustainable development and climate change strategy, we are committed to reducing the cost and environmental impact of our business travel.

Therefore before you travel you should consider whether your journey is really necessary and if other options like using Microsoft teams, telephone calls, email, or other online technology can be used instead.

If you do need to travel, before you jump into your car check if you can:

• walk or use your bicycle;
• use public transport;
• use a pool car;
• combine your journey with other meetings at that venue or nearby;
• travel with a colleague.

Where it can be demonstrated that it is best value for you use your own car for a business journey, and your manager gives their approval you will be able to claim mileage.

Employees are responsible for submitting expense claims on a regular basis. You should check the deadline for payment of overtime and expenses prior to submitting your claim. Any late submissions will be paid in the next available pay. Expenses submitted out with the 3 month timescale or out with the current financial year will not be processed. 

Subsistence claims

You are responsible for your food and drink while at work. We only make subsistence payments where exceptional work circumstances prevent you from making your own meal arrangements whilst at work.

You may be able to claim subsistence if:

• Attending a conference or training event where you are required to purchase a meal at the event;
• Attending an event that requires an overnight stay where meals are not included;
• You are away from your base during the normal working day.

When making a claim for subsistence, you must forward all original receipts with your claim form.  Failure to do so will result in non payment of expenses.

Overtime

If you are required to work outwith your normal hours, you may be entitled to payment of overtime.  Overtime at enhanced rates i.e. time and a half will only be paid once you have worked 37 hours during that week.  Where overtime hours are worked on a public holiday, the appropriate rates will be paid. 

Extra time of less than half an hour in any one day will not count as overtime.  All overtime of half an hour or more on any one day will be aggregated for each week and only completed half hours will be paid.

If you are Grade 3 (SCP 74) and above, any payment for additional hours will be by exception and will be subject to authorisation, in advance, by the Executive Director, Finance and Corporate Resources.  Where payment is agreed, it will be at a rate equivalent to SCP 74.

All overtime must be agreed with your line manager prior to working it.

Standby and call-outs

Standby duty refers to a specific rostered arrangement whereby you are under an obligation, outside your normal working hours (including Saturdays, Sundays and public holidays), to remain on call and to be called out for emergency duty.

If you are not undertaking standby duty but are contacted or called out you will be paid in accordance with the agreed rates.  You will only be entitled to one payment within each 2 hour period.  If you are called out for more than one hour, you will also be entitled to claim for overtime at the approriate rate.