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Guidance: In accepting the general principle that staff will be responsible for their own travel expenses between their home and normal place of work, HFRS will reimburse staff for any additional travelling expenses actually incurred in carrying out their business duties. For example travelling to detached duties, medicals, examinations, non-residential training courses, meetings, etc.
It is expected that the most economical, efficient, effective and appropriate means of transport will be used. All journeys taken must use the most direct and economical route.
Staff will be expected to adopt a responsible attitude towards their mileage claims, keeping their mileage down to the absolute minimum necessary in order to carry out their duties. Business journeys should be co-ordinated wherever possible. When more than one person is travelling to the same event sharing of transport should be encouraged.
Except for Lease Cars and Essential User designated post holders, Service transport should be used whenever possible. If not, line managers may authorise the use of private vehicles at the appropriate casual user rate or public transport.
Lease cars should take priority over privately owned cars when deciding which car should be used.
HFRS will reimburse staff for additional costs actually incurred in the cause of authorised duty. For example car parking fees, ferry, tolls, bus fares, taxis fares and train fare.
Line managers will be responsible for monitoring the mileage of their staff and have a duty to ensure that the most efficient use is made of the Service's travelling resources.
Wherever possible staff travelling by rail should obtain a rail warrant from Central and Support Services at HQ.
Staff using private vehicles for official Service business duties are expected to ensure the vehicle is roadworthy and maintained in a good condition.
Staff using private transport should check with their insurers that their policy covers for Service business journeys.
As of 1 April 2006 you will need to obtain and keep valid VAT receipts for all journeys (including car mileage) and expenses for which you submit a claim. The reason for this requirement is given below.
You will also need to use a new claim form which will be available by 1 April. Payment of your expenses will be delayed if you use current stationery for claims after that date.
Following a recent EC Directive, the regulations relating to the recovery of VAT on mileage allowances paid to staff have been changed. In future a valid VAT receipt for fuel purchases needs to be kept to support any claim for reimbursement of VAT to the County Council.
The value of this recovery of VAT to Hampshire Fire & Rescue Service is about £20,000 every year.
So that we can continue to reclaim the £20,000, with effect from 1 April 2006, all mileage claims for journeys will need to be supported by valid VAT receipts dated prior to the journey for which mileage is being claimed. These receipts will need to be obtained when buying fuel and kept by anyone making claims. The VAT receipts should be retained, ideally kept at work, for a minimum of four years. Personal retention of the receipts is felt to be more efficient than attaching them to individual claims. Authorising Officers will require sight of the receipts before authorising claims.
From 1 April, all other expenses receipts (e.g. car parking) that you would normally attach to travel claims will also need to be kept by you for four years rather than attach them to your claim. Authorising officers will require sight of the receipts before authorising claims.
To comply with requirements, a new claim form is being made available. The form has been amended so that you must certify that you have retained the appropriate receipts. If you use an old form it will be returned to you thus delaying payment.
Retention of all receipts is vital as subsequent VAT and/or Inland Revenue inspections may require these receipts to be presented to the inspectors. Failure to comply will result in loss of revenue to the Fire Authority with the consequent adverse effect on services.
Please note that you are required to sight receipts in support of the claims that you are authorising for payment.
| Rate as of 1st January 2010 | 451cc –999cc | 1000cc – 1199cc | 1200cc and over |
|---|---|---|---|
| Essential users lump sum annually | £795.00 | £906.00 | £1170.00 |
| Essential users lump sum monthly | £66.25 | £75.50 | £97.50 |
| Essential users rate up to 8500 miles pa | 33.6p per mile | 37.1p per mile | 46.4p per mile |
| Essential users rate over 8500 miles pa | 11.7p per mile | 12.2p per mile | 14.2p per mile |
| Casual users rate up to 8500 miles pa | 42.9p per mile | 47.7p per mile | 60.1p per mile |
| Casual users rate over 8500 miles pa | 11.7p per mile | 12.2p per mile | 14.2p per mile |
| Lease car users | 7.4p per mile | 8.2p per mile | 9.0p per mile |
| VAT per mile in petrol element | 1.107p | 1.222p | 1.333p |
Note: 4p per mile can be claimed per passenger.
| Applicable To | SAM Ref | Grey Book Ref | Green Book Ref |
|---|---|---|---|
| All ( for FDS travelling see section 7) | 1.10 | Sec. VI para 6 Sec. VII para 14 Sec. IX para 20 | Parts 2.12,2.13, 3.6 ref |
| Motorcycle/Bicycle Rates | Up to 120 cc | 121cc and above |
|---|---|---|
| Essential users lump sum monthly | £25.08 | £33.83 |
| Essential users | 12.4p per mile | 17.4p per mile |
| Casual users | 15.9p per mile | 22.0p per mile |
| Bicycle rates - 7.8p per mile | - | - |
Guidance: Additional travel allowance is used when claiming mileage allowances for:
Anyone residing outside the County boundary will, for the purposes of calculation of the allowance, be deemed to be living at the border.
| Applicable To | Rate | SAM Ref | Grey Book Ref | Green Book Ref |
|---|---|---|---|---|
| Wholetime | Appropriate car user rates, see 2.1 | 1-11, 1-12 | Sec. VI para 6 Sec. VII para 14 Sec. IX para 20 | - |
Guidance: Whole time trainees posted to the Wholetime station nearest their home will not qualify for additional travel allowance. Only individuals who are not posted to the Wholetime station nearest their home will qualify for reimbursement of additional travel expenses. The allowance will be calculated by taking the difference in mileage between home address and station of posting and home address and nearest Wholetime station. The allowance will continue for one year. Individuals living outside Hampshire should calculate the difference in mileage between County border and nearest station and the county border and station of posting.
| Applicable To | Rate | SAM Ref | Grey Book Ref | Green Book Ref |
|---|---|---|---|---|
| Wholetime | Appropriate casual user rate, see 2.1 | 1.11 | Sec. VI para 6 | - |
Guidance: Wholetime personnel who are appointed or transferred (as required by the Service) to another station/workbase may claim for all additional, increase in home to work mileage, incurred as a result.
In situations where an appointment/transfer results in no increase in daily mileage, but involves a change in shift system requiring an individual to make more journeys to and from work, e.g. change from 42 hour week to nine day fortnight, the additional mileage may be claimed for the extra journeys.
When an individual decides to move of his/her own choice (e.g., transfer request granted) no allowance will be payable.
Appointments/transfers (as required by the Service) - The allowance will be paid for 1 year.
The authorised allowance will be discontinued if an individual is posted to another base prior to the completion of the original agreement. A further agreement will be required for the new base if applicable.
Individuals living outside Hampshire should calculate the difference in mileage between County border and station of posting.
| Applicable To | Rate | SAM Ref | Grey Book Ref | Green Book Ref |
|---|---|---|---|---|
| Wholetime, Control | Appropriate Casual user rate, see 2.1 | 1.11, 1-12 | Sec. VI para 6 Sec. IX para 20 | - |
Guidance: For the time during which staff are temporarily promoted/transferred, they may claim expenses for additional home to work mileage incurred.
Individuals living outside Hampshire should calculate the difference in mileage between County border and station of posting.
| Applicable To | Rate | SAM Ref | Grey Book Ref | Green Book Ref |
|---|---|---|---|---|
| Wholetime | Appropriate Casual user rate, see 2.1 | 1.11 | Sec. VI para 6 | - |
Guidance: Staff may claim travelling expenses, actually incurred, for journeys to and from the training establishment at the commencement and end of the course plus return travel to and from home each weekend during the course. Staff should claim return travelling expenses from home or workplace whichever is the lower.
Where more than one member of staff is attending the Fire Service College or other residential course at the same time, transport should be shared where possible. A mileage supplement is payable in these circumstances.
To avoid staff being put to additional personal expense when attending a residential training course, claims for the cost of fare or estimated mileage will be accepted in advance.
Staff applying for payment in advance for journeys to residential courses will be required to sign a declaration on the claim form agreeing to repay any journeys that were not taken by remaining at the training establishment during the weekend. It will also be understood that any such occasion will be at the individual’s expense.
Staff may choose to travel by rail to and from a residential training course and will be reimbursed the cost of second class travel. Wherever possible staff travelling by rail should obtain a rail warrant from the finance department at HQ
Other incidentals actually incurred, e.g., local bus, train and taxi fares, will also be reimbursed. Receipts MUST be produced. If the claim is made in advance receipts must be submitted at the end of the course.
Leased car users will claim the appropriate rate for business journeys on the monthly travel claim.
Lease cars should take priority over privately owned cars when deciding which car should be used.
| Applicable To | Rate | SAM Ref | Grey Book Ref | Green Book Ref |
|---|---|---|---|---|
| All | Appropriate car user rate, see 2.1or cost of public transport if actually incurred | 1.14 | Sec. VI para 4 Sec. VII para 14 Sec. IX para 20 | - |
Guidance: A member of a brigade who is absent on duty from his or her home and his or her usual place of duty and necessarily incurs additional expenses in obtaining food or lodgings or both may be paid subsistence allowance at the rates set out in circulars issued by the National Joint Council from time to time.
To qualify for an allowance the following conditions must be satisfied:
| Allowance | Rate | Conditions |
|---|---|---|
| Breakfast allowance | £5.57 | It is necessary to leave home before 0700 hours |
| Lunch allowance | £7.70 | Absence from the usual place of duty must last for a period of two hours or more, including the lunch hour (1200 to 1400 hours). |
| Tea allowance | £3.04 | Absence from the usual place of duty must last for a minimum period of 2.5 hours up to and including 1830 hours. |
| Evening meal allowance | £9.54 | Absence from the usual place of duty must last for a minimum period of 2.5 hours up to and including 2030 hours |
| Out of pocket expenses |
£4.89 £19.57 |
Per night Per week |
General - tea and evening meal allowances are not both to be paid in respect of the same evening.
Members who are required to make overnight stays in the performance of their official duties will be reimbursed approved expenses.
Where the additional expenditure in obtaining a meal is incurred at a station to which the member is posted for stand-by duties and at which there are messing facilities, only the additional expenditure incurred shall be reimbursed.
Where expenditure is incurred in obtaining a meal at an establishment provided by the fire authority, other than in the circumstances set out in above, reimbursement shall be limited to the actual cost of the meal.
In cases of absence through attendance at conferences and courses in excess of four days where board and lodging are not provided out of public funds, reimbursement will be made on the basis of out of pocket expenses incurred. The amount to be reimbursed will be determined by the fire authority, having regard to the relevant circumstances affecting the duty on which he or she was absent.
A member who is travelling by rail and necessarily takes a meal in a restaurant car shall be reimbursed the actual cost of the standard meal as stated on the menu card.
If a member is provided with free board or free lodging or both the fire authority may reduce or discontinue the subsistence allowance.
A member shall have no entitlement to subsistence allowance in respect of an absence from his or her usual place of duty for the purpose of attendance at a fire or other occurrence or at an exercise.
| Applicable To | Rate | SAM Ref | Grey Book Ref | Green Book Ref |
|---|---|---|---|---|
| WT, Ret, FDS, Control | See Appendix D | 1.10 | Sec. VI para7 Sec. VII para 13 | - |
Guidance: Staff necessarily incurring additional expenses in the course of their work in respect of travel, meals, or overnight accommodation will be reimbursed approved expenses subject to evidence of expenditure being produced. An overnight allowance for ‘out of pocket’ expenses may also be paid.
| Applicable To | Rate | SAM Ref | Grey Book Ref | Green Book Ref |
|---|---|---|---|---|
| Non Uniformed | As actually and necessarily incurred on production of a receipt | 1.11 | - | Parts 2.13, 3.8 |
Guidance: When detached to a station where no suitable catering arrangements exist the appropriate subsistence allowance may be claimed.
| Applicable To | Rate | SAM Ref | Grey Book Ref | Green Book Ref |
|---|---|---|---|---|
| Wholetime | See Appendix D | 1.13 | Sec. VI para7 Sec. VII para 13 | - |
Guidance: A nightly allowance, in accordance with the National Joint Council approved rates, will be paid in respect of out-of-pocket expenses for each night actually away.
The first Sunday of each course may be included in the claim if the person travels on that day.
| Applicable To | Rate | SAM Ref | Grey Book Ref | Green Book Ref |
|---|---|---|---|---|
| All | See Appendix D | 1.14 | Sec. VI para 4 Sec. VII para 14 | Parts 2.3 2.13, 3.8 |
Guidance: When an individual has been temporarily promoted/transferred on a pre-arranged basis to a different workbase, this is deemed to be usual place of duty for the duration of the temporary promotion/transfer. No subsistence allowance may be claimed.
| Applicable To | Rate | SAM Ref | Grey Book Ref | Green Book Ref |
|---|---|---|---|---|
| All | Not Applicable | 1.11 | Sec. VI, para 13 Sec. VII para. 11 | - |
Guidance: Staff carrying out detached duties for up to one shift will not pay catering fees. The watch caterer will be responsible for claiming reimbursement from petty cash on form FM/1/2/10/5 in accordance with approved rates. In excess of one shift, catering arrangements must be re-arranged and the individual concerned will make payment to the caterer.
| Applicable To | Rate | SAM Ref | Grey Book Ref | Green Book Ref |
|---|---|---|---|---|
| Wholetime | See Appendix D | - | Sec. VI, para 13 Sec. VII para. 11 | - |
overtime & additional salary allowances
travel & subsistence
