teachers travelling and subsistence allowances scheme - Belfast ...

NORTHERN IRELAND EDUCATION AND LIBRARY BOARDSTEACHERS TRAVELLING AND SUBSISTENCEALLOWANCES SCHEMEThis scheme applies to all the following categories of staff:(i)(ii)(iii)(iv)Teachers;Supply Teachers; andPeripatetic TeachersLecturersNote: Throughout this Scheme the term “teachers” will be assumed to incorporate all of theabove categories and the tern “base” will be assumbed to denote School/ College/ Institute/Administrative Centre/ Working Establishment.1. TRAVELLING ALLOWANCES(i)Travelling expenses necessarily incurred by teachers in the performance oftheir official duties will be reimbursed after authorisation.IT IS A BASIC PRINCIPLE THAT MILEAGE CLAIMED SHOULDNEVER BE GREATER THAN MILEAGE ACTUALLY INCURRED.(ii)(iii)The current Standard Civil Service mileage rates (which are amended fromtime to time) are listen in Appendix A.The payment of mileage allowances is made on the understanding that:(a)(b)(c)(d)the teacher is in possession of a current driving licence.the motor car is maintained in a roadworthy condition at all times.The car is covered by a current policy of insurance, permitting the useof the vehicle for business journeys and indemnifying the Boardagainst all third party claims (if a claimant is in any doubt he/ sheshould consult the insurance company or broker concerned).The car exhibits in accordance with the Vehicle Excise Act (1972) avalid Road Fund Licence (tax disc)(iv)Certificates of Insurance and Registration Books may be required forverification purposes. Requests for such documents must be met within areasonable period.

(v)(vi)(vii)Teachers must advise their certifying officer if they are found guilty of anymotoring offence which may affect their capacity to fulfil their responsibilitiesor which is in breach of the conditions set out in paragraph 1 (iii) above.Teachers must not use their car if they are in breach of any of the conditionsset out in paragraph 1 (iii) above.Teacher claims for travelling expenses incurred whilst in breach of any ofthese rules will be disallowed.(viii) Teachers may be subject to disciplinary action for failure to comply with anyof the foregoing conditions.(ix)Teachers unable to execute their duties as a result of being in breach of theserules will be considered in breach of their contract of employment.2. DAY SUBSISTENCE ALLOWANCESSubsistence allowances will be payable to teachers who are prevented by theirofficial duties from taking a meal at their base where they normally take their meals,and thereby incur additional expenditure.(i)(ii)(iii)(iv)The maximum subsistence allowances claimable are as set out in Appendix Band are revised in accordance with Civil Service agreements.The aim of subsistence allowance is to reimburse teachers who incuradditional expenditure as a result of their absence from their base(s) onofficial school/ board business. Details of expenditure must be stated on theclaim form.Certifying officers must satisfy themselves that the journey and length ofabsence over 5/ 10 hours is necessary (See Appendix B)The Board may require receipts to be provided to substantiate claims.3. OVERNIGHT PROVISIONNight subsistence allowances at Civil Service rates will be paid up to the statedmaximum in respect of overnight absences covering 24 hours. Where nightsubsistence is claimed, receipts must be provided in all cases. Please note discountedhotel rates and special allowance payable when staying with friends. Daysubsistence allowances will be paid in respect of any excess hours in accordance with

Civil Service rates and regulations. (Please contact Accounts Payable for moreinformation on these rates).IT IS A BASIC PRINCIPLE THAT CLAIMS FOR SUBSISTENCE SHOULDONLY BE MADE FOR THE ACTUAL EXPENDITURE INCURRED UP TO THEMAXIMUM AGREED ALLOWANCE.4. GENERAL CONDITIONS(i)(ii)(iii)(iv)(v)(vi)(vii)For the purpose of the payment of travelling and subsistence allowances eachteacher has a designated base(s).Claims should be made out personally by the teacher.It is the duty of the teacher making the claim to secure approval in advancefrom the certifying officer for all journeys to be undertaken. The certifyingofficer must satisfy himself/herself that the journeys are necessary and thatthey are planned so as to make the most economical and effective use of theteacher's time.It should be deemed that each journey is necessary and the business could notbe dealt with by telephone, correspondence or undertaken within a reasonabletime as part of another journey.Teachers must maintain an official record of their journeys, showing fullparticulars of and the reason for each, including the names of officialpassengers carried.To ensure value for money, teachers are required to share cars whereappropriate. Before travelling they should take all reasonable steps to ensurejourneys are synchronised.Normally mileage will be measured from the base(s) by the shortest route.Certain exceptions are dealt with in paragraph 5(viii) Mileage incurred travelling to or from a catering establishment for thepurposes of having a meal cannot be claimed.5. OFFICIAL JOURNEYS WHICH ORIGINATE FROM AND/OR TERMINATEAT HOME(i)If at the beginning of the day a teacher travels directly from home to a sitebefore proceeding to his/her base(s), the mileage claimed should be thedistance from home to site to base(s), or base(s) to site to base(s), whichever is

shorter. In addition, if a teacher travels to another site or sites beforeproceeding to his/her base(s), all mileage from the first site can be claimed.(ii)(iii)If at the end of the day a teacher travels directly from a site to his/her home,the teacher can claim the mileage from site to home provided that this doesnot exceed the mileage which would have been incurred had the officerreturned to his/her base(s).If a teacher travels from home to site to home, the mileage claimed should behome to site to home or base(s) to site to base(s), whichever is the shorter.(iv)If a teacher travels from home outside normal office hours, he/she may claimthe actual mileage travelled by the shortest route.6. CLAIM FORMSClaims for travelling and subsistence should be made monthly.7. CERTIFICATION OF CLAIMSCertifying officers must:(i)(ii)(iii)(iv)(v)be aware of their responsibility for the effective and efficient use of resourcescheck that each claim has been made in accordance with this Schemesatisfy themselves that each journey was necessary and that the mileageclaimed is reasonablesatisfy themselves that the journey and length of absence over lunchtime isnecessary where subsistence is claimed.ensure that sharing arrangements were made where possible.8. CONCLUSIONClaimants should practice integrity in all their dealings involving their use of timeand claims against the public purse. Claimants who are found to have wittingly madeclaims which are not in accordance with the above principles and conditions will beconsidered to have committed an act of serious misconduct and will be subject todisciplinary action which could lead to dismissal.

APPENDIX AMOTOR VEHICLE ALLOWANCES WITH EFFECT FROM 1 APRIL 2011CARS WITH ENGINE CAPACITY UP TO 1500CC 1501-2000CC OVER 2000CCP PER MILE P PER MILE P PER MILEUP TO 10,000 MILES 45P 45P 45POVER 10,000 MILES 25P 25P 25PAPPENDIX BDAY SUBSISTENCE ALLOWANCES FROM 6 APRIL 2009Away from base(s) for more than 5 hours - £5.00Away from base(s) for more than 10 hours - £10.00