2011_03_23 Travel and Subsistence Policy (pdf) - Lake District ...

Lake District National Park Authority Agenda Item: 13
Authority: 23 March 2011 Page 1
TRAVEL AND SUBSISTENCE POLICY
1 SUMMARY
1.1 This report proposes a replacement policy for our current reimbursement of
employee expenses policy and our motor car allowances policy.
Recommendation that: a
Members approve the replacement Travel and
Subsistence Policy as detailed in Annex 1 with effect
from 1 April 2011.
2 BACKGROUND
2.1 The existing Reimbursement of Employee Expenses Policy (staff note 2.6) was
originally issued in February 1990 and last revised in April 1998. The existing Motor
Car Allowances Policy (staff note 2.3) was issued in August 1993.
2.2 These policies do not provide employees with clear guidance on allowances and
travel and subsistence expenses that can be claimed.
2.3 The replacement policy aims to provide:
a link with our organisational values;
clear guidance for employees on allowances and travel and subsistence
expenses and the associated timescales for submitting claims;
a consistent, fair and equitable approach, which will mean employees will not
profit from their expense claims, but will be adequately reimbursed for them.
2.4 This policy should be implemented to coincide with the start of the new financial year.
2.5 The key differences between the existing policies and the proposed replacement are:
the removal of the essential car user allowance;
revised mileage allowances with the implementation of HMRC mileage rates;
the introduction of the Travel Hierarchy into meeting planning decisions;
changes to overnight allowances;
changes to subsistence allowances.
3 POLICY CONTEXT
3.1 This replacement policy supports our values. The key values relating to this policy
are:
we are passionate and proud of the Lake District;
we are ethical and care about the environment;
we value people.
3.2 The policy aims to encourage employees to identify the most cost effective method
of travel, with the lowest carbon impact, based on the Travel Hierarchy. A copy of the
Travel Hierarchy is contained in Annex 2 for information.
3.3 The policy aims to support good budget management.
3.4 The policy relates to Maximising our Potential as it forms part of a framework of
policies that support delivery of the Authority’s strategy.

Lake District National Park Authority Agenda Item: 13
Authority: 23 March 2011 Page 2
4 OPTIONS
4.1 Members can:
a) approve the proposed policy;
b) suggest amendments to the proposed policy;
c) reject the proposed policy.
5 PROPOSALS
5.1 It is recommended that members agree the proposed policy. It has been subject to
consultation with Staff and Trade Union representatives and Executive Board and
has their agreement.
5.2 Employees currently in receipt of an essential car user allowance have been
consulted on the removal of this allowance and have agreed to this change. This
allowance will be removed on 31 March 2011 and all employees will be casual car
users.
5.3 The policy is presented in Annex 1.
6 BEST VALUE IMPLICATIONS
6.1 In terms of challenge, by implementing this replacement policy, the Authority will
reduce its costs.
6.2 In terms of comparing with others, using the standard HMRC mileage rates appears
to be good practice with many organisations.
6.3 In terms of consulting, we have consulted with Staff and Trade Union representatives
and all employees have been able to comment on the proposed policy via the
Authority’s intranet site.
7 FINANCE CONSIDERATIONS
7.1 The proposed policy will reduce the cost of allowances and travel and subsistence
claims within the Authority.
7.2 The introduction of this policy would generate ongoing savings of around £14,000 per
annum through removal of the essential car user allowance. In addition, the Authority
would expect to make ongoing annual savings of around £7,000 through changes to
mileage rates. This will, however, depend on the level of travel by employees. There is
an expectation that further monies will be saved in relation to subsistence, however,
we are not in a position to estimate these savings at this stage.
8 RISK
8.1 There are no significant risks with this proposal.
9 LEGAL CONSIDERATIONS
9.1 There are no legal considerations in relation to this policy.
10 HUMAN RESOURCES
10.1 Our recognised Trade Union, Unison, Staff representatives and the wider staff have all
been fully consulted on this policy.

Lake District National Park Authority Agenda Item: 13
Authority: 23 March 2011 Page 3
10.2 The policy aims to meet our organisational values, provide adequate reimbursement
and provide clear guidance that promotes good employee relations.
11 DIVERSITY IMPLICATIONS
11.1 This issue is of low relevance to diversity issues and there is no evidence that this will
have an adverse impact on particular groups.
12 SUSTAINABILITY
12.1 This policy supports the Authority’s policy on reducing carbon emissions.
12.2 The introduction of our new Travel and Subsistence Policy is one of a package of
measures outlined in our Staff Business Travel Recommendations Report, to reduce
carbon emissions from our own operations. We have reduced the average carbon
emissions across our fleet by buying lower emissions fleet vehicles and introducing
ultra-low emission pool cars and pool bicycles for staff to use on Authority business
instead of their own higher emission cars. Staff embraced the new pool car system
and the carbon emissions relating to their mileage claims reduced by 33 per cent
between 2007/2008 and 2009/2010. As a result of these initiatives, we won the 2009
Guardian/Energy Saving Trust Fleet heroes award for the Best Public Sector Fleet
under 250 vehicles and further awards in 2010.
12.3 In 2010, we introduced a travel hierarchy, based on the results of a staff survey, which
was supported by the installation of video-conferencing, teleconferencing and remote
working facilities. In the first nine months of 2010/2011, staff have travelled 19% less
miles on Authority business compared with the same period last year. This equates to
a reduction of 18.4% year to date. The introduction of this revised Policy, will reduce
staff car mileage rates in line with HMRC recommendations. This will prevent
appearing to incentivise staff to use their own higher emission vehicles instead of our
low emission, well-maintained pool cars and help to maintain our exemplary position in
fleet management.
Background Papers Travel Hierarchy
Author/Post
Charlotte Quinn, Senior Human Resources Advisor
Date Written 2 March 2011

Lake District National Park Authority Agenda Item: 13
Authority: 23 March 2011 Annex 1 Page 1
ANNEX 1: TRAVEL AND SUBSISTENCE POLICY
Travel and Subsistence Policy
Purpose and Scope:
This policy aims to provide clear
guidance on allowances and travel
and subsistence expenses that can
be claimed by employees of the
Authority and the time frames in
which they can be claimed. This
Policy does not cover expenses
incurred as a result of relocation of
work base, for which a separate
policy exists.
Applicable to:
All Employees
Staff
Chief Officers
Chief Executive
Members
X
X
X
X
Key Principles:
Throughout the authority, the aim will be to ensure that expenses are only incurred,
reimbursed and claimed in line with our values. The values most appropriate to this policy are:
We are passionate and proud of the Lake District
We are ethical and care about our environment
We value people
In an effort to achieve this, the key principles that this policy will work to are as
follows:
This policy aims to encourage employees to identify the most cost effective method of
travel with the lowest carbon impact, based on the Travel Hierarchy
This policy will ensure that whilst employees don’t profit from their expense claims,
they are adequately reimbursed for expenses
This policy aims to support good budget management
Content List:
1.0 Public Transport
2.0 Car Allowances and Mileage Rates
3.0 Overnight Allowances
4.0 Subsistence Allowances
5.0 Flow Chart
How the Principles will be applied:
It is important before any travel is undertaken, that employees consult the Travel Hierarchy
and determine whether the journey is necessary and whether it can be undertaken in any
other way.
1.0 Public Transport
Reimbursement of the cost of second class public transport, will be authorised by your line

Lake District National Park Authority Agenda Item: 13
Authority: 23 March 2011 Annex 1 Page 2
manager on HR Pro within 60 days of the travel taking place. Valid receipts for claims should
be sent to Finance. Employees must make every effort to identify the cheapest available fare
through advanced bookings and using our business account on trainline.com.
2.0 Car Allowances and Mileage Rates
The Authority is committed to reducing its carbon impact. In order to support the achievement
of this corporate objective, it has invested in teleconferencing and video conferencing facilities
and introduced a Travel Hierarchy. Where the use of a car is necessary, the authority has
provided a range of economical and more environmentally friendly pool cars and Authority
vehicles for staff to use in the fulfilment of their duties.
If it is not possible to access a pool car or Authority vehicle, then you will need authorisation in
advance from your line manager to use your own car. This authorisation will be needed for
each individual occasion and you must demonstrate that a pool car or Authority vehicle was
not available in each case.
If you choose to cycle or have authorisation to use your own car, the Authority will reimburse
mileage in line with the non-taxable HMRC mileage rates as follows:
Vehicle First 10,000 miles Above 10,000 miles
Cars and vans 40p 25p
Motorcycles 24p 24p
Cycles 20p 20p
The mileage rate is attached to the individual claiming within that tax year and is not attached
to individual vehicles.
To make a claim, employees must submit their expenses for authorisation within 60 days of
the date of the incident being claimed for. Claims outside of this time frame may not be
authorised or paid.
Casual Car users
From 1 April 2011, all posts at the Authority will be designated with casual car user status.
All employees will be expected to make full use of the pool cars and Authority vehicles
available in order to complete their journeys. Those that are unable to access a pool car or
Authority vehicle will need to obtain authorisation from their line manager to complete the
journey in their own vehicle / car. Re-imbursement will be in line with section 2.0.
3.0 Overnight Allowances
If the distance to be travelled and available transport suggest that an overnight stop will be
necessary, then you should apply the following principles:
You should book the hotel or accommodation in advance and every effort should be
made to identify the most cost effective accommodation possible. Accommodation
booked at short notice is likely to cost more than the daily maximum. The employee will
pay for any costs above the maximum
We will reimburse a maximum of £80 per night accommodation. The alternative
maximum rate for London is £150
We will reimburse a maximum of £5 for breakfast against valid receipts for the morning
after the overnight stay. Breakfast will not normally be claimed on other occasions

Lake District National Park Authority Agenda Item: 13
Authority: 23 March 2011 Annex 1 Page 3
4.0 Subsistence Allowances
All employees should make their own arrangements for lunch as with a normal work
day
We will reimburse a maximum of £10 per evening meal against valid receipts when
overnight stays are required and in some situations where meetings are held late in the
evening
Through research, we have identified that the maximums detailed above will cover essential
costs arising from travel on behalf of the Authority. We will not reimburse any costs above the
maximums outlined above. Any extraordinary circumstances or exceptions must be discussed
with and agreed by your line manager and HR.
Relevant Legislation:
Employment Act 2009
NJC Green Book
HMRC rates
For further advice contact :
Senior HR Advisor / HR Officer / Other
Date of last
Review
March 2011
Date last
updated:
March 2011
Date of next
review:
March 2014
EIA Required:
No
Date:
Version:
1.0

Lake District National Park Authority Agenda Item: 13
Authority: 23 March 2011 Annex 1 Page 4
Flow Chart
Consult Travel
Hierarchy
Is a journey necessary?
What is the most appropriate way
to make the journey if it is
necessary?
Book transport if required, the
cheapest and most low carbon option
available
Book accommodation Flow Chart if needed –
at least 1 month in advance if
possible
Get line manager’s
authorisation if you need to use
your own car
Submit mileage claim and other
subsistence claims within 60
days

Lake District National Park Authority Agenda Item: 13
Authority: 23 March 2011 Annex 2 Page 1
ANNEX 2:
The Smart Way is the Green Way
The Lake District National Park Travel Hierarchy
We are committed to reducing our CO 2 emissions by 25 per cent by 2012
Everyone has a role to play in reducing our impact on the environment. Reducing the amount
of time we spend travelling for business can improve our work life balance and our efficiency
at work. This hierarchy will help you to make informed travel decisions.
1. Is the journey necessary?
Can you email or use the telephone instead?
Can you book the teleconferencing or videoconferencing kit or book a web meeting
instead?
Can you postpone the meeting because you’re going there next week?
Can you postpone the meeting to car share with a colleague going there tomorrow?
Do you want more information about how to use videoconferencing, web conferencing or
teleconferencing?
2. If so, can you walk or cycle?
Is the meeting within walking or cycling distance?
Can you book a pool bike or use your own bike?
The biggest CO 2 savings in will be by deciding either not to travel and opting to telephone,
email, or video conference instead, or by choosing to travel actively. The average walking
speed is 3 miles an hour and the average cycling speed is 12 miles an hour.
Do you want more information about our cycle scheme or routes?
Do you need to know how to book a pool bike?
3. If not, is public transport viable and effective?
Do you know the routes, times and costs?
Can you arrange your meeting around the public transport timetable?
Can you book your tickets in advance and use off-peak services?
Can you book a pool laptop to use on the train?

Lake District National Park Authority Agenda Item: 13
Authority: 23 March 2011 Annex 2 Page 2
Do you want to plan a door to door journey using Transport Direct or Traveline?
Do you need bus, coach or train timetables or fares?
Is it faster or cheaper to take the train?
Do you need Lakesline information (Windermere-Staveley-Burneside-Kendal–Oxenholme)?
Do you want to take your bike on the train?
Do you need the Windermere ferry or Windermere Lake Cruise timetable?
Do you know how to book a ticket using our trainline business account?
Do you need to know how to book a laptop?
Do you need to know the latest public transport information?
4. If not, do you need to use a pool car or Authority vehicle?
Are other colleagues travelling to the same destination?
If so, can you share a pool car or Authority vehicle with them?
If not, can you book one of the pool cars for your journey? Your preference should
be for an A rated car. Remember to enter your journey details to give colleagues the
opportunity to share.
Rather than booking three or more pool cars for a ‘service day out’, hire a minibus
as this is a more efficient way of moving several people at once and works out
cheaper.
Is it more convenient for you to set off straight from home in the morning? If so, book
the pool car take home the night before you need it
If there are no pool cars available, ask the Contact Centre if there have been any
cancellations and if there haven’t been any ask them to put your name on a waiting
list
Plan your route, work out where you can park and carry out your vehicle check
before setting off. The most efficient car journey is the smoothest one with no holdups
and no accidental detours!
The winner of the Energy Savings Trust smarter driving competition last year achieved
78.5 miles per gallon in one of our pool cars (an A rated 98 g/km Fiesta Econetic). Do
you think you could beat this performance?
Do you need to know how to see if a pool car is travelling to the same destination?
Do you need to know how to plan your route and find a car park?
Do you need to know how to book a car or mini bus?
Do you need to know the latest traffic information (accidents etc)?
Do you want to go on a Smarter Driving course or get tips about driving more
efficiently? Do you need to know how to carry out a vehicle check?
5. If not, do you need to hire a car?
Are you going to be taking a car for more than three days during the week?
Are other colleagues travelling to the same destination?
If so, can you share a hire car with them?
If not, book your own low emission hire car?

Lake District National Park Authority Agenda Item: 13
Authority: 23 March 2011 Annex 2 Page 3
Do you need to know how to book a low emission hire car or minibus?
Do you need to know how to plan your route and find a car park?
Do you need to know the latest traffic information (accidents etc)?
Do you want to go on a Smarter Driving course or get tips about driving more efficiently?
6. Do you need to use your own car?
Only when all of the above options have been exhausted you should use your own
car
Driving alone in your own car should be your last choice