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
Travel Allowances
General
14. If using a vehicle is the most efficient and cost-effective mode of travel you are encouraged to use online route planners, such as, Google Maps or AA Route Planner in advance to decide the most appropriate route for a particular journey. If you choose to use your own route instead you will only be paid the cost of the shortest route via a route planner.
15. If the Director or nominated senior officer agrees prior to a journey being made, that an alternative mode of transport, e.g. train or bus, is inappropriate because of meeting start time, unsuitable timetable or connections of public transport services, you will be authorised to travel using the most efficient and cost-effective means of travel, for example, hire car, pool car.
16. Where more than one employee is travelling to the same meeting, conference, etc and travel by private vehicle has been authorised, arrangements should be made to car share, where possible and subject to workplace risk assessments and the latest government guidance.
17. It is recognised that there may be an emergency or regular travelling using pre-determined routes when using a recommended route planner may not always be practical or appropriate, for example, Domiciliary Care with set client routes. The service manager must ensure that the most effective travel arrangements are in place by seeking advice from the Transport team.
Rail Travel
18. Travel by rail with a pre-booked ticket should be used wherever possible as this will usually provide the most economical ticket or purchased on the day of travel where pre-booking is not possible. Pre-bookings can be paid for via the corporate credit card or paid by the employee and re-claimed. Rail warrants should only be used in exceptional circumstances.
19. Receipts must be obtained in the event any additional bus or taxi journeys are required.
20. Officers who accompany elected members on official business should, wherever possible, make their travel arrangements via Democratic Services in order to maximise financial savings.
Use of pool cars and hire cars
21. You should seek to use the most effective means of transport including the Council’s pool cars and hire cars. Your departmental Business Support Unit may be able to assist you with booking arrangements if this is identified as the most efficient and economical mode of transport.
22. You will be required to undertake a driving familiarisation session prior to using the Council’s pool cars. This is for insurance purposes.
23. It is your responsibility to undertake pre-journey checks and to familiarise yourself with a hire car.
24. You are responsible for ensuring you hold a valid driving licence before undertaking any business-related travel in a fleet, hire or pool car. If you have a licence disqualification, you must notify your Supervisor/Manager immediately, who in turn must notify the Fleet Manager in line with the Authority’s Fleet Road Risk Policy.
25. Using any vehicle without a valid driving licence may render your insurance invalid (own vehicle) and may result in disciplinary action.
Use of personal vehicle for business use
26. Your own vehicle should only be used where no other transport is available, for example, trains, pool car, hire car or where it would be an ineffective use of time to use public transport and where it is the cheapest form of transport.
27. Travel claims using your own transport must be for the shortest available route to the destination and in line with the Financial Procedure Rules.
28. Your own transport should be used where, in discussion with your line manager, this is determined to be the most efficient and cost-effective mode of transport.
29. The Council reimburses private vehicle business mileage rates at HMRC rates (this includes electric vehicles in line with HMRC guidance):
Current rates per business mile (subject to changes made by the HMRC)
| Type of vehicle | First 10,000 miles | Above 10,000 |
|
Cars and vans |
45p | 25p |
| Motorcycles | 24p |
24p
|
30. Ferries, parking fees and tolls will be reimbursed on production of receipts.
31. You must ensure that your vehicle insurance includes “business” travel.
32. You are responsible for ensuring you hold a valid driving licence before undertaking any business-related travel in your own vehicle. If you have a licence disqualification, you must notify their Supervisor/Manager immediately, who in turn must notify the Fleet Manager in line with the Authority’s Fleet Road Risk Policy.
Overnight Accommodation and Subsistence Allowances – out of county
33. You are eligible to claim reasonable expenses, subject to the expenses rate set out in Appendix B, supported by receipts.
34. Wherever possible, booking of accommodation should be made through your Business Support Unit or directly via Corporate Services using the Corporate Credit Card procedures but, if attending official business with elected members; accommodation should normally be arranged via Democratic Services.
35. If accommodation includes meals, no additional meal allowance will be paid.
36. If accommodation does not include meals, then any costs incurred for meals will be paid on production of receipts and subject to the current expenses allowance rate detailed in Appendix B. Flexibility may be exercised in exceptional cases, which have been approved by the relevant Service Director.