Travel and Subsistence Policy - People, Digital and Policy - Date: April 2009, Updated EBM/ACE: 14 January 2010, 3 January 2023, February 2025 - Reviewed May 2025 - Review Date: April 2028

Guidance for managers

When claims are submitted by staff the following checks should be undertaken prior to authorisation of the claims:

Mileage

1. Journeys claimed should be substantiated.

2. Journeys should be sufficiently detailed e.g. not simply entered as Ammanford.

3. Mileages claimed are reasonable.

4. When mileage from / to home is claimed that it conforms to the Additional Mileage Principle.

5. In instances where multiple claims are received to be authorised that staff are reminded of the Financial Procedure Rules making specific reference to the prompt submission of claims.

6. Fuel VAT receipts are submitted with the mileage claim forms.

Expenses

1. Claims for incidental expenses e.g. bus fares, car parking, bridge tolls etc MUST be supported by receipts & attached to the claim.

2. If employees submit a claim for reimbursement of telephone call, an itemised list of the calls made MUST be attached to the claim.

3. Where subsistence is claimed (outside county only) that times qualify and that the amounts claimed are within the limits of the allowances and based on actual expenditure substantiated by receipts.

If you receive claims for overnight stays / rail fares ( excluding local train journeys ) please remember that staff who are required to attend conferences / courses where an overnight stay is involved MUST make arrangements in advance with Chris A Davies on Ext 4121 to secure the booking of the hotel & payment can be made by utilising the Authority’s Corporate Credit Card.  Staff are eligible to claim the meal allowances as outlined in the Subsistence Policy and will be reimbursed actual receipted expenditure up to the maximum values.

Expense claims submitted through Resource Link / MyView

You must ensure that the claims summary sheets, with all relevant receipts attached, are received from staff prior to the claims being authorised for payment.

As part of the approval process, you should ensure retention of the claims summary sheets.  It is imperative that the VAT receipts are retained appropriately by departments for any future examination by VAT Inspectors.

Prior to authorising claims for mileage and/or expenses, it is the managers responsibility to ensure that any claims received comply with the relevant policies,are accurate and supported by appropriate documentation.

Where policy / procedure has been breached this will be taken up with the responsible manager and Head of Service.

---