Expenses Policy
Reviewed June 2011
1 Introduction
It is the policy of IHAG to reimburse necessary travel, accommodation and other expenses, reasonably incurred whilst on authorised IHAG business.
A staff member is responsible for claiming their own expenses, and can do so, on an as-and-when basis, using the expenses or travel claim form.
If a member of staff has doubt as to whether an item may be claimed they should seek guidance from their line-manager prior to incurring the expense.
As a rule a receipt must support all claims. Where this is not possible the claim form must include details of the reason for the expenditure.
In some circumstances, arrangements will be made for invoices to be sent direct to IHAG for payment (Hotel bills for example). In all other circumstances, bills should be paid by the member of staff first and then claimed through the normal expense claim procedure.
2 Mileage and Subsistence Allowances
The basis for calculating non-training mileage differs depending on whether the mileage is incurred whilst working in Ipswich or elsewhere.
i) Ipswich
All mileage is charged as the distance from the Ipswich Office at the following rate:
· Casual Users – 40p per mile
· Essential Users with stop/start mileage: - 60p per mile
· Essential Users must charge at the lower rate of 40p per mile when travelling outside the Ipswich Borough Boundary.
ii) Non Ipswich
All mileage is charged as the distance travelled, minus the normal return mileage between the worker's home and their normal place of work, at the following rate:
· Essential Users - 40p per mile
3 Training Mileage
For journeys over 50 miles in total, use the rail fare costs if there is a direct line (whether or not you go by train).
Otherwise you may claim 40p per mile for the first 50 miles and thereafter 20p per mile.
Where two or more people are travelling in one car you may claim the mileage and the driver may claim 1p extra per mile per passenger.
4 Subsistence when Working away from Ipswich: (Receipts must be provided)
· BREAKFAST (when starting for work before 7.00 a.m.) up to £6
· EVENING MEAL (when working over 3 hours later than normal) up to £9
· OVERNIGHT IN HOTEL - actual expenditure on dinner, bed and breakfast at the cheapest available 2-star hotel. Receipt MUST be attached to any claim. A guide price of up to £75.00 for bed and breakfast should be used. £85.00 in London
· Where meals or accommodation are provided free no allowance is paid except overnight at a friend’s home - £17.00 to cover dinner, bed and breakfast.
Signed by Executive Member: Date:
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