Lessons to Be Learned - Key Points to Note

Lessons To Be Learned - Key points to note

1. Shortest Practicable Route

Themileage inconsistency of paper claims will disappear as ePay calculates the mileage taken based on the shortest route from the centre of postcode A to the centre of postcode B using the triangulation method of home, base and place. As things stand we have two key documents to consider, the AFC handbook and the DCHS Travel and Expenses Policy DFP27 both of which clearly state "shortest practicable route". EPay is not a route planner but merely a web based tool that enables everyone to enter claims with the system configured to adhere to the content of those documents. Epay returns the mileage which, if anyone wishes to verify, mirrors the mileage given through RAC Autoroute (not AA or Google Maps). Everyone is free to verify the RAC routes for appropriateness and safety at any time.

The system does have an override facility to allow claimants to enter excess mileage for deviations from the shortest route. The override is designed for cases such as road closures or adverse weather conditions. Under normal circumstances if the mileage actually clocked differs then it would indicate the wrong route has been taken. Some reasons provided by claimants so farinclude: -

shortest route not of my choosing
different route taken
actual mileage travelled
preferred route
incorrect mileage
safe efficient route
unable to find a shorter way
not what google says
miles used exceeded given
did more mileage
actual mileage and I went the shortest route !

None of these reasons are acceptable and MUST be rejected by Authorisers. It is however acknowledged that a certain degree of latitude in early claims submitted by those new to ePay will need to be exerted by Authorisers following a claimant’s choice of route and/or use of the override facility

Certainly these and all other reasons given by the claimant when overriding will continue to inform this process. Findings may well suggest that any route deemed inefficient for time related reasons could be classed as a route for which a fixed override mileage amount will be allowed as an exception. Any override routes found to provide greater benefit to both the user and organisation such as allowing more miles in return for a considerably shorter journey time will form the basis of an Override Approved List that will evolve as ePay rolls out across DCHS and as more routesare undertaken. It is imperative that any override reason is both informative and clear. This compulsory reason clearly needs to state the particular leg of the journey that applies if visiting multiple sites in the total journey claimed. That way the Task and Finish Group will be able to assess the mileage and estimated time taken from RAC Autoroute and decide if that route is to be added to the Override Approved List

Authorisers who are currently being asked to authorise claims need to appreciate that claimants new to ePay may need some guidance in relation to the routes they need to take. Legitimate overrides such as road closures, diversions and adverse weather are to be allowed if deemed to be reasonable along with claims relating to journey time or route safety IF sufficient detail exists to allow an assessment to be carried out by the Task and Finish Group as to the validity of the override. All other claims MUST be rejected but with reasonsthat should naturally fully inform claimants and provide an opportunity for the claimant to change their travel strategy.

It has always been the intention to monitor each journey through the comprehensive reporting tools available through ePay and assess all routes for their appropriateness. The Override Approved List will of course be communicated initially to all users and then placed on the dedicated ePay webpage and updated regularly

2. Safe Routes

Epay returns the mileage which, if anyone wishes to verify, mirrors the mileage given through RAC Autoroute (not AA or Google Maps). Everyone is free to verify the RAC routes for appropriateness and safety at any time. It is imperative that any override reason on the grounds of being deemed an unsafe route is both informative and clear. This compulsory reason clearly needs to state the particular leg of the journey that applies if visiting multiple sites in the total journey claimed. That way the Task and Finish Group will be able to assess the route given by RAC Autoroute and decide if that route is to be added to the Override Approved List

3. Authorisation route

All relevant finance policies are currently being reviewed but special dispensation has been sought from Finance to amend and unify the policy wordings to allow additional and more appropriate direct line managers to authorise claims

4. Receipts

It must be remembered that claims for expenses such as parking and other fees should only be put through with receipts attachedto the claim otherwisethe Authoriser MUST reject the claim. This will ensure DCHS are compliant with the Travel and Expense Policy and adhere to HMRC guidelines

5. Training/Courses

Training Miles and NOT Business miles should be selected when attending and RECEIVING such training. This will be paid at Public Transport Rate, currently 24p per mile. However if a claimant is delivering the training then Business Miles is appropriate. It is best practice for the trainers to describe their journey as Training (Instructor)

6. On-Call Mileage

This will be paid at Public Transport Rate, currently 24p per mile in line with AFC and Travel Policy guideline

7. Passenger Allowance

This should not be selected and claimed if the claimant is a lease car driver

8. Vehicle Document Verification

For claims relating to vehicle journeys each claimant MUST ensure that their driving licence (including lease car drivers), MOT certificate (if applicable) and CLASS 1 business cover insurance

certificatesare valid. All Authorisers MUST have sight of each claimant’s original documents and retain copies on file before authorising any claims. For lease car drivers it is acknowledged that the MOT certificate if applicable and Insurance Certificate are retained by Berkshire Shared Services as part of the scheme itself.

9. Claim Description - example of format/content (see screenshot below)

For consistency and reporting purposes, claimants need to enter as an example

“Base to Walton, Newholme, Babington, Home”

10. Claim Reason - example of format/content (see screenshot below)

For consistency and reporting purposes, claimants need to enter as an example

“Transport Group Meeting”

11. Journey Details– example of format/content (see screenshot below)

For consistency and reporting purposes, claimants as an example need to enter the narrative description of the site alongside the postcodes. This is useful for Authorisers when faced with just a postcode to instantly help identify the site visited

12. Access to ePay

For those of you who have RAS token remote access from home to the NHS network, access has been up and runningfor some time to supplement current DCHS work site access. Access via the world-wide-web will be available from October 2012so users will be able to access the system from any internet access point

13. Dedicated webpage

Regularly updated information including a new locally produced postcode listing, lessons learned, user guides, AFC handbook, Travel and Expense Policy and Useful contacts can be found at