NOT PROTECTIVELY MARKED

Cumbria Constabulary

Policy Document

Title:Refreshment Expenses Policy (Police Officers)

POLICY STATEMENT

This document sets out Cumbria Constabulary’s Policy for the claiming and reimbursement of additional, reasonable refreshment expenses by Police Officers where necessarily incurred in the performance of duty and where backed by a receipt.

Police Officer refreshment expenses will be reimbursed only in the circumstances and manner set out in this Policy.

Policy File ReferenceP9/

Policy Owner:Director of Personnel & Development

Approved at:Resources and Standards Board

Policy signed off by:______

Director of Personnel & Development

Effective from:01/10/05

1st Review: 01/10/06

CONTENTS
  1. Introduction
  1. Aims
  1. Application
  1. Legal and Other References
  1. Freedom of Information - Exemption Status
  1. EQUALITY AND DIVERSITY STATUS
  1. CONSULTATION, MONITORING AND REVIEW
  1. Comments on this Policy
  1. Policy Details
  2. Eligible Expenses
  3. Necessary Expense
  4. Reasonable Expense
  5. Expense Additional to What Would Otherwise Have Been Incurred
  6. Production Of Receipts
  7. Accommodation Expenses
  8. Advance Of Expenses
  9. Supporting Documents

Appendix OneMaximum Meal Allowance Rates

Version Control

Ref / Status / Date / Reason for Change / Authorised
V1 / Draft / 21/2/03 / Consultation draft / DCC
V2 / Draft / 5/3/03 / Formatting / TSO
V3 / Final / 26/3/03 / Wording changes and approval via FSG / FSG
V4 / Review Nov 04 / 01/12/04 / Operational Issues and R2004 recommendations / Director of Personnel and Development
V5 / Draft / 29/7/05 / Following Consultation / Director of Personnel & Development
V6 / Agreed / 21/09/05 / Final Approval / Resources and Standards Board

NOT PROTECTIVELY MARKED

Refreshment Expenses Policy (Police Officers) V6

NOT PROTECTIVELY MARKED

1.INTRODUCTION

Changes to Police Pay And Conditions agreed by the Police Negotiating Board in May 2002 included the discontinuance of subsistence and refreshment allowances from 1 April 2003 (under Regulation 55 of the Police Regulations).

In their place, Police Officers are to be reimbursed for expenditure incurred in the course of duty, provided it is necessary, reasonable, backed by a receipt and additional to what would otherwise be incurred.

This Policy has been reviewed as a result of a recommendation arising from Review 2004 that all expenses-related policies be reviewed.

  1. AIMS
This Policy aims to clearly define the circumstances under which Police Officers may receive reimbursement for refreshment expenses so that they receive the proper reimbursements to which they are entitled.
  1. APPLICATION
This Policy applies to Police Officers (excluding Chief Officers).

Line Managers / Supervising Officers will be responsible for the authorisation of expenses claims and will be required to monitor and enforce the application of the Policy in a consistent and even-handed manner in respect of the individuals for whom they are responsible. Where necessary advice and guidance can be sought from Treasury Services, Headquarters.

  1. LEGAL AND OTHER REFERENCES

Police Regulations

Financial Regulations

Every care is taken to ensure that all cross references to other policies, procedures and guidance notes of Cumbria Constabulary is as up to date and applicable as possible. However, there may be occasions where policies are being reviewed or finalised, and an existing policy has not yet been amended to reflect this.

  1. Freedom of Information Exemption Status

This Policy will be released to the public in accordance with the Freedom of Information Act.

  1. EQUALITY AND DIVERSITY STATUS

This Policy has been assessed for relevance and likely impact on equality and diversity in accordance with the Constabulary’s Race and Diversity Equality Scheme 2005 – 2008. It has been determined that, due to no relevance, an impact assessment is not required.

  1. CONSULTATION, MONITORING AND REVIEW

Consultation has been carried out on this Policy in accordance with the Force Consultation Standard and, where relevant, in accordance with the Constabulary’s Race and Diversity Equality Scheme 2005 – 2008.

This Policy will be monitored on a regular basis, including where relevant in accordance with the Constabulary’s Race and Diversity Equality Scheme 2005 – 2008, and will be reviewed in line with the published review schedule, drawing on relevant statistics / comments as necessary and where available in order to identify any trends, issues or concerns.

The Policy will also be reviewed whenever new legislation / guidance which may have an impact is introduced.

In the event that an individual feels disadvantaged by the requirements of a Policy or Procedure or where they perceive there to be an impact which is intentionally or unintentionally unfair the matter should be dealt with in accordance with the Policy and Procedure Review Process contained within the Fairness At Work (Grievance Resolution) Policy and Procedure.

  1. COMMENTS ON THIS POLICY

All comments on how this Policy can be improved are welcomed and should be forwarded to the Policy Owner at the correspondence address below:

Director of Personnel and Development

Cumbria Constabulary

Police Headquarters

Carleton Hall

Penrith

Cumbria CA10 2AU

  1. POLICY DETAILS

9.1Eligible Expenses

Police Officers are expected to provide themselves with meals and refreshments at their own expense during their normal tour of duty. However, provision is made to reimburse Police Officers for expenditure incurred in the course of duty provided it is:

a)Necessary

b)Reasonable

c)Additional to what the officer might otherwise have incurred,

and

d)Supported by receipts

For the purpose of this Policy and associated expenses claims the Constabulary Area is as defined by the geographical boundaries of the County of Cumbria.

9.2Necessary Expense

Refreshment expenses should NOT be regarded as necessarily incurred in the following circumstances:

i)During a Police Officer’s normal tour of duty, including where the Police Officer travels out of the Constabulary Area, returning on the same day.

ii)Where a meal / packed lunch / meal voucher is provided (regardless of whether the individual chooses to take advantage of this provision).

iii)When a rest day is worked but a substitute rest day is allocated (since additional expenditure should not be incurred in such instances).

iv)Simply because there are no canteen facilities at a particular location or you are working away for your normal base.

v)Merely because it is a public holiday; if this is a normal working day as per your roster, additional expenditure would not normally be incurred.

vi)When working planned overtime, as a Police Officer can ensure he brings to work sufficient food so as not to incur additional expense.

vii)Reimbursement will not be made for incidental beverages / soft drinks and light snacks etc taken during the course of the day separately from the relevant meal.

Exceptions will be in the circumstances listed below:

a)A Police Officer travels outside the Constabulary Area and is detained overnight thereby incurring the need for an evening meal and relevant meals on subsequent days.

b)Police Officers who are deployed from their “usual place of duty” with no notice and with such urgency that they are unable to return to station to collect their refreshments and actually incur additional expenditure.

c)Working extended duties over 3½ hours “casual overtime” where they had no knowledge of the requirement to work additional hours before the start of the shift and actually incur additional expenditure during the course of duty.

d)Some other significant and unavoidable reason where additional, reasonable expenditure is necessarily incurred.

Where refreshment expenses are incurred and claimed for under circumstances set out at 9.2 d) above, the cost which would have normally been incurred by the individual in the provision of the relevant meal must be deducted (see Section 9.4 Expenses Additional To What Would Otherwise Have Been Incurred).

All claims for refreshment expenses under this Policy must be submitted using Form 130 and will be reimbursed through a Police Officer’s monthly pay.

9.3Reasonable Expense

A maximum meal allowance has been set based on what is deemed “reasonable”. Expenditure above this maximum will not be reimbursed, even where receipted.

Appendix One provides details of the maximum meal allowance rates effective from 1 September 2005, which will be reviewed as set out at 9.3 v) below.

Entitlement to the meal “maximum allowance” will be based on the time you are claiming the meal relevant to the shift worked:

Breakfast / Only relevant following an overnight stay (9.2 a))
Lunch / Only relevant following an overnight stay (9.2 a)) or where deployed from usual place of duty with no notice (9.2 b)) or some other significant and unavoidable reason (9.2 d))
Dinner / Only relevant following an overnight stay (9.2 a)) or where working extended duties over 3½ hours “casual overtime” with no prior knowledge (9.2 c)) or some other significant and unavoidable reason (9.2 d))

Notes:

i)The maximum allowances are inclusive of VAT.

ii)If the overnight accommodation booked includes meals then clearly you cannot claim refreshment expenses. Your accommodation receipt should detail in full the expenses incurred as a result of taking meals.

iii)Meals taken as part of the accommodation provision should be within the maximum allowance stated. Any expenditure in excess of the stated maximum must be reimbursed to the Constabulary by the Police Officer concerned.

iv)Individuals are advised that where overnight accommodation is booked in advance (as set out in Section 9.6 Accommodation Expenses) this should be on a Bed and Breakfast basis only wherever possible. Expenditure on other meals should be in line with Appendix One and Note iii) above.

v)The above rates will be reviewed annually and increased in line with the Retail Price Index. New rates will be notified via Force Orders and the Constabulary FIL Pad.

vi)There are no longer higher rates for Superintendents and above.

9.4Expenses Additional to What Would Otherwise Have Been Incurred

Expenditure can only be claimed under the circumstances set out at Section 9.2 a)-d) Necessary Expense.

Expenditure claimed must be “additional” to that which Police Officers would normally have incurred. It will be necessary for the Police Officer to certify that their normal arrangements for eating were affected by the nature of their duties, that they incurred additional expenditure and they must provide a detailed receipt.

Where refreshment expenses are incurred and claimed for under circumstances set out at Section 9.2 d) above, the cost which would have normally been incurred by the individual in the provision of the relevant meal must be deducted.

For example if a meal is purchased for £5 and normal expenditure on a sandwich is £2 the claim should be for £3 additional receipted expenditure.

For the purpose of normal meal deduction, a minimum amount of £1.50 should be deducted in respect of meals normally provided from home.

Reimbursement will be made up to the maximum allowance stated at Appendix One (Maximum Meal Allowance Rates) provided the other conditions (as set out at Section 9.2 a)-d) Necessary Expense) are met.

9.5Production of Receipts

Where claims are made for the reimbursement of refreshment expenses which have been necessarily incurred by the individual, are reasonable and are additional to what would otherwise have been incurred, all original receipts must be submitted at the time of the claim. Except in very exceptional circumstances, reimbursement will not be made without the original receipt (see below).

Receipts need to match the claim in terms of the date, time and nature of the expenditure. Indecipherable or altered receipts will not be accepted. The submission of inappropriate / incorrect receipts will be subject to further scrutiny.

Expenditure on alcohol, newspapers, private telephone calls, mini-bar usage or other personal expenditure will not be re-imbursed. This must be deducted from any amounts claimed.

It is appreciated that there may be instances where receipts are not available. However, it is expected that a receipt will accompany the majority of claims. Where no receipt is submitted a full and detailed explanation should be provided on the claim form, to be authorised by the Line Manager.

9.6Accommodation Expenses

Claims for accommodation should not normally arise, as overnight accommodation should be booked through the Constabulary’s business travel contract, currently held by Business Travel Management who are able to secure discounted rates at hotels for business use.

Business Travel Management provide an out-of-hours service accessible on 01228 515018. Arrangements will be made locally for the provision of authorisation and payment details outside normal office hours.

All bookings and requests for hotel accommodation should be made in accordance with the Constabulary Procurement Policy and through Business Travel Management. A copy of the Procurement Handbook can be found at Public Folders / Strategic Management Handbook / Policy & Strategy / Force Policy / Procedure / Procurement Handbook.

9.7 Advance of Expenses

A Police Officer shall be given an advance to cover probable expenses only in the event of being detained overnight as set out at Section 9.2 a) Necessary Expense, and subject to a minimum requirement of £20. Re-imbursement of an advanced expense will be through a Police Officer’s salary.

Advances for accommodation expenses should not normally arise (see Section 9.6 Accommodation Expenses), however, in exceptional circumstances, advances for hotel accommodation can be provided on either the authorisation of the local Finance Manager or a senior Police Officer of Inspector level or above.

10.SupportingDocuments

Appendix One

MAXIMUM MEAL ALLOWANCE RATES

With effect from 1 October 2005 the maximum meal allowance rates are as follows:

In Constabulary Area / Outside Constabulary Area
Breakfast / £3 / £5
Lunch / £5 / £10
Dinner / £10 / £20

Receipted expenditure will be reimbursed up to the maximums indicated above where the relevant meals are taken.

See also Sections:

9.2 Necessary Expense,

9.3 Reasonable Expenditure,

9.4 Expenses Additional To What Would Otherwise Have Been

Incurred, and

9.5 Production Of Receipts.

Reimbursement will not be made for incidental beverages / soft drinks taken during the course of the day separately from the relevant meal.

The above rates will be reviewed annually and increased in line with the Retail Price Index, the effective date of the new rates will be 1 April each year.

NOT PROTECTIVELY MARKED

Page 1 of 8

Refreshment Expenses Policy (Police Officers) V6