Policy overview
We promote sound financial management strategies to:
- maintain monetary and financial stability
- ensure we run the organisation in a financially efficient manner
The work we do requires active community engagement. This means we may expect employees to travel or host meetings that may incur an expense. This policy sets out the principles and rules for claiming travel and other costs incurred on our business.
We aim to set out the principles and rules fairly and transparently. This ensures that anyone needing to incur expense can understand:
- which claims are permitted
- what steps to take to ensure reimbursement
Principles
We may require employees to travel on council business. On occasions, they may require overnight accommodation. Therefore, it is necessary for us to:
- ensure spending on business travel and accommodation is operationally and economically efficient
- maximise opportunities to reduce carbon-based emissions of vehicles used for business travel
- ensure that employees undertaking business travel do so safely and appropriately
Whilst incurring and claiming expenses, employees must:
- adopt a responsible and pro-active attitude to reduce risks and costs related to travel
- balance the benefits of any journey with associated time and cost. Employees must also consider alternatives such as conference calls, video conference, including MS Teams
- manage bookings appropriately and avoid cancellations and late fees
When submitting expenses to claim reimbursement, employees must:
- classify expenses properly
- submit expenses for approval on time
- keep and scan receipts for claimable expenses
A valid VAT receipt must accompany all claims, where applicable.
Managers must:
- pre-approve all travel requests with employees before they make arrangements
- ensure that booked travel complies with all relevant procedures
- approve requests and arrangements on time
- ensure that expenses reimbursed comply with the policy
This policy aims to:
- ensure a consistent approach for all business travel, accommodation and use of vehicles in connection with the delivery of our services
- provide business travel and accommodation options
- state our approach to managing occupational road risk
Necessity of travel
We will only reimburse employees for expenses which they incur in the course of their employment.
Before undertaking any journey, line managers must assess and confirm the necessity of travel. They must ensure the use of the most cost-effective means of travel and accommodation.
