- Section: Pay, Allowances and Pension
- Source: Chairmans Report Personnel Committee) - 28th March 1984
- Issue Date: 26 May 1989
- Amended: 21st May 2007, 1st April 2010, May 2013, August 2014, July 2023
Excess travelling expenses
Where an officer is required to move his/her place of work, and incurs additional travelling expenses as a direct result of the move the following provisions will apply:
Excess travel expenses are paid for the portion of the journey which is in addition to that travelled to the employee’s previous place of work. Expenses will be paid on a postcode to postcode basis.
For car users, car mileage rates are used; for others, the most cost effective public transport rates will be applied.
Excess travelling expenses can be paid monthly through salaries and are based on a 41 week year for staff with 5 years' service or more and 42 weeks for those with less than 5 years' service*.
Excess travelling expenses will be paid for 12 months from the date of relocation.
Where actual additional travelling time exceeds half an hour per day, the excess should be compensated by means of later starting or earlier finishing for each day excess travelling time occurs for a period of 12 months from the date of relocation.
Employees must inform Corporate HR if their travelling arrangements change. For example, if an employee moves house so their mileage reduces or if they reduce their working days, then their excess travelling expenses will be adjusted accordingly. A change in travelling arrangements such as car sharing must also be reported so payments can be adjusted where necessary.
Failure to report a change in circumstances can be fraudulent and will therefore be a disciplinary issue.
Temporary changes to the work place of less than 12 months are not covered by this policy however will be compensated under the Reimbursement of Expenditure Policy.
Excess travelling expenses are paid for the first four weeks of a period of sickness absence and will then cease until the employee returns to work.
The above guidance relates to officers who work permanently from an office base. The policy is to reimburse for any excess travelling expenses. Therefore, if officers are working from home then NO expenses are payable.
If officers undertake a combination of home working and office based working and excess travelling expenses are incurred when attending their new office base, then excess travelling expenses are payable on the days attending the new office. If it is known at the outset which days will be permanently office based and which days will be permanently working from home then the claim must be based on the number of days per week that excess traveling expenses are actually incurred. In these instances, excess travelling expenses can be calculated using the above methodology* and paid as a standard monthly amount. Any changes to these circumstances would need to be notified to Payroll in order that payments can be adjusted accordingly.
If attendance at the workplace has no regular pattern, then excess travel claims need to be submitted on a monthly basis based on actual workplace attendance.
Two separate claim forms are available for use (see attachments below)
- For claiming regular attendance at a workplace and
- A monthly claim form for excess travel use when attendance at the work base is ad-hoc.
| Excess Travel Claim Form Where Work Pattern Is Standardised |  (excel 64KB) |
| Excess Travel Claim Where Work Pattern Is Ad Hoc Monthly Claim | (excel 21KB) |