Issue - meetings

The Committee was informed that, at its meeting on 25 June 2020, the Joint Staff Consultative Group (JSCG) had reviewed a revised Expenses Policy and Procedure and recommended that the Committee adopt the revised Policy.

The Expenses Policy and Procedure had been reviewedto ensure that employees were provided with clear guidance on being reimbursed for valid business expenses incurred on Council business. The Policy was designed to ensure clarity on what could be claimed for expenses and provide guidelines around certain limitations, for example accommodation. It also clarified who could authorise payments in line with the Council’s Financial Regulations.

The revised Policy included a requirement for the Audit & Standards Committee to receive an annual report on expenses claimed by senior officers; this change had been suggested after the JSCG meeting. Having heard concerns expressed about this proposal, it was agreed to remove this requirement from the Policy and include the Leader in the process for signing off the Chief Executive’s expenses claims.

Members were advised that the JSCG had requested further information on claiming for travel from a home address outside a working day, when the deduction of a normal commute from mileage would not be relevant, and had asked that this be included in the Policy if relevant. Following receipt of advice on this matter, it was proposed to add the following wording to paragraph 5.3.1 of the Policy:

“If you have to attend a site or travel on Council business due to an emergency, for example to attend a ‘dangerous structure’, out of hours, or on weekends/Bank Holidays you may claim business miles for the entire trip without having to deduct your normal mileage commute. These instances are to be treated as extenuating circumstances. However, if this differs under your contractual Hours of Work, you will only be entitled to claim the original business mileage, less your home to work travel”

It was noted that the mileage rates, including those for electric cars, were the standard rates approved by HMRC.

The Committee discussed reimbursement for accommodation when an officer was required to stay in accommodation overnight. The revised Policy specified the types of hotels officers would be expected to choose, with a maximum value of £200, and a radius from an employee’s home address for eligibility to claim for an overnight stay. Having considered alternatives options, it was agreed to adopt the provisions recommended by the JSCG, with additional wording to clarify that the maximum rate would be per night.

RESOLVED that the updated Expenses Policy, as attached at Annex A to the agenda report, as amended, be agreed.