{"id":9937,"date":"2018-01-30T18:15:42","date_gmt":"2018-01-30T18:15:42","guid":{"rendered":"https:\/\/www.wholegraindigital.com\/?post_type=the-granary&p=9937"},"modified":"2024-03-14T19:10:00","modified_gmt":"2024-03-14T19:10:00","slug":"travel-and-expenses-policy","status":"publish","type":"post","link":"https:\/\/granary.wholegraindigital.com\/travel-and-expenses-policy\/","title":{"rendered":"Travel & Expenses Policy & Procedure"},"content":{"rendered":"
This policy provides guidance on how we\u2019ll reimburse you for any work-related expenses. It applies to Wholegrain employees only and it does not form part of your contract of employment and may be amended from time to time. \u00a0 Any, and all, personal data used in conjunction with this policy shall be collected, held, and processed in accordance with our \u2018Data Protection Policy.\u2019<\/span><\/p>\n Expenses incurred by contractors are governed by the relevant clause(s) within their contract for services with Wholegrain.\u00a0<\/span><\/p>\n Expenses fall into two categories: expenses paid directly by Wholegrain on your behalf and expenses you\u2019ve paid that are reimbursable to you.\u00a0 Wholegrain will reimburse all reasonable business expenses after they\u2019ve been approved by the Managing Director. This will be in full,\u00a0 or in part, depending on the nature of the claim.\u00a0 Some expenses will need pre-approval before they are incurred, the details of which are outlined in this policy.\u00a0<\/span><\/p>\n If you need an item urgently,\u00a0 for example, if a delay will prevent you from working effectively, you may purchase smaller items up to the value of \u00a350 and then request reimbursement, following prior approval from the Managing Director.<\/li>\n You will not be required to use your<\/span> personal mobile or telephone to make work calls. Should you need to use your personal mobile or landline for business use for a limited period (e.g. if the internal phone system isn\u2019t working properly and you\u2019re waiting for a fix), we\u2019ll reimburse you for any business calls made. In order to do this we would need to see an itemised phone bill that highlights the calls that were made for business use.\u00a0\u00a0\u00a0<\/span><\/p>\n If you undertake a training or development course related to your role at Wholegrain, we may reimburse you in full or in part for this expense. Any courses, plus any associated costs (such as exams, books etc..) need to be agreed in advance and signed off by your Line Manager and the Managing Director. We\u2019ll need a VAT receipt before we can reimburse you. Likewise, if we agree to make a contribution towards the cost of a course including its exams, books etc… For further information, read our \u2018<\/span>Training and Development Policy<\/span>\u2019.<\/span><\/p>\n Our central office is Somerset House in London and so travel to this location is classed as a \u2018normal commute\u2019.<\/span><\/p>\n Wholegrain will cover travel expenses for every employee\u2019s normal commute twice monthly on the agreed dates for team days in the office. This is to make sure that our team can have some working time together with minimal meetings. In order to claim for your commute, tickets will need to be purchased at the start of each month with receipts then submitted at the time of purchase.\u00a0<\/span><\/p>\n When a client meeting in Somerset House falls on a day that isn\u2019t an agreed date for team days in the office, we will cover travel expenses to get you to the meeting.\u00a0<\/span><\/p>\n If you need to travel on Wholegrain business to somewhere in the UK and other than your normal commute, we\u2019ll cover the cost of your transport. This could be a pitch at a potential clients office or a conference or event, for example.\u00a0 Standard class travel will only be expensed, unless prior approval has been sought from the Managing Director to travel at first or business class.\u00a0 In instances where first class travel is cheaper than the equivalent standard class rate, specific authorisation to travel first class will not be required where sufficient proof of the standard class rate is provided with the expense claim.\u00a0 Overseas travel will only be reimbursed with the prior approval of the Managing Director.\u00a0 We expect all employees to utilise travel on behalf of Wholegrain in the context of our \u2018Sustainability Policy\u2019, therefore using public transport and avoiding the use of cars, taxi\u2019s, and motorbikes unless absolutely necessary.\u00a0<\/span><\/p>\n Taxi costs should be claimed through your expenses claim with all receipts attached.\u00a0 Justification for the use of a taxi should be noted on your claim form and with awareness of Wholegrain\u2019s \u2018Sustainability Policy\u2019.<\/p>\n If your travel for work also requires food and\/or overnight accommodation, covering these expenses in accordance with this policy and our \u2018Food and Catering Policy\u2019 must be agreed in advance with the Managing Director. \u00a0 In such cases Wholegrain will pay a daily subsistence rate in accordance with the HMRC subsistence rates available at the time which for UK subsistence can be found here: <\/span>https:\/\/www.gov.uk\/hmrc-internal-manuals\/employment-income-manual\/eim30240<\/span><\/a> and for overseas travel can be found here:\u00a0 <\/span>https:\/\/www.gov.uk\/guidance\/expenses-rates-for-employees-travelling-outside-the-uk<\/span><\/a><\/p>\n Accommodation for overnight travel will be paid directly by the company and only on approval of the Managing Director. \u00a0 All expenses for travel must be claimed in the month they are incurred and travel booked with as much notice as possible to obtain the most reasonable rates.\u00a0 <\/span>\u00a0<\/span><\/p>\n Wholegrain will not cover additional travel expenses when not agreed in advance with the Managing Director or any additional costs incurred by fines or rescheduled arrangements when the employee is at fault.\u00a0<\/span><\/p>\n Each month you will receive a reminder to submit any expenses incurred during that month and to submit them by a specific date.\u00a0 Please ensure that you submit your expenses by the deadline given. Late expenses or receipts received after the specified date may not be able to be processed in time for the next payroll and expenses payment run.<\/span><\/p>\n Unless it\u2019s something we\u2019ve arranged and paid for in advance, every expense claim needs to be accompanied by a hard or soft copy VAT receipt. This is in accordance with HMRC regulations; therefore submitted expense claims that do not include one of these are unable to be processed until they are provided.<\/span><\/p>\nPolicy Elements<\/h2>\n
Guidelines for Expenses<\/h2>\n
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\n<\/span>We provide all employees with a laptop along with any IT accessories you may require to enable you to perform your duties effectively and safely. We\u2019ll have a chat when you start employment to agree on the operating system and spec necessary for your role.\u00a0 When purchasing equipment, we always try to select a manufacturer with good social and environmental policies, as laid out in our \u2018<\/span>Procurement Policy<\/span><\/a>\u2019.<\/span><\/span><\/span><\/p>\n
\n<\/strong>We have subscriptions to all the services you should need to carry out your role effectively. However, if you identify something that would help you, especially if it would also be useful for the wider team, we would consider paying for this subscription with our company card once agreed with the Managing Director.<\/span><\/span><\/li>\n
\nWe don\u2019t pay subsistence for you in the course of your usual working day. However, we would reimburse you should you buy non-alcoholic drinks for your client and yourself at a client meeting. In the event that a client meeting is held over lunch then food and non-alcoholic drinks for your client and yourself may be arranged.\u00a0 This would require prior approval from the Managing Director, and the cost of it would be paid with our company card.\u00a0 <\/span>If you hold a client meeting at Somerset House, we encourage you to use the supplies provided in the kitchen rather than buying from the caf\u00e9, where possible.\u00a0 In the event that these are not sufficient and you need to purchase food and non-alcoholic drinks for your client and yourself, this would\u00a0 require prior approval from the Managing Director and be paid for with our company card.At Wholegrain we want to promote sustainable ways of eating, hence we have a vegetarian and\/or plant-based \u2018Food and Catering Policy\u2019. Exceptions to this policy are referenced below:<\/span><\/p>\n\n
Personal mobile or telephone
\n<\/span><\/h2>\nTraining courses<\/h2>\n
Travel expenses<\/h2>\n
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\n<\/strong>Employees can purchase and be reimbursed for rail travel undertaken on Wholegrain business. Please ensure that a receipt for your rail travel, rather than a copy of your ticket, is submitted as part of your expense claim.\u00a0 If an employee already has a season ticket which covers their journey then the employee will be expected to use this and there will be no expense to reimburse.\u00a0 Journeys involving the use of a pre-paid SMART card may be claimed individually so long as the expense submitted for such is accompanied with a print out of the journey being claimed for.\u00a0 Claims for a fixed amount of \u201cpre-pay top-up\u201d are not reimbursable. Journeys incurred using contactless cards must be accompanied with exact journey details provided on the claim.Travel by<\/li>\n
\nTaxi or private car usage may only be used in the following exceptional circumstances:<\/p>\n\n
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\n<\/strong>In cases where an employee has to use their own car or motorcycle on company business, the vehicle must be insured for business purposes. Any additional insurance requirements, which may apply to the particular trip being made, should also be met. For example, if office equipment is being transported additional insurance may be required to cover any damage or theft. The vehicle must also be roadworthy, fit for purpose and continue to have a current MOT certificate.Wholegrain will not pay for any penalties for driving offences or parking infringements and related administration costs will not be reimbursed.\u00a0 When using private vehicles (including bicycles), the claimable amount for mileage travelled will be paid at the rate defined by HMRC at the time of travel: https:\/\/www.gov.uk\/government\/publications\/rates-and-allowances-travel-mileage-and-fuel-allowances\/travel-mileage-and-fuel-rates-and-allowances<\/a>Regular car travellers are advised to keep track of their cumulative mileage claimed over each financial year (April \u2013 March) to ensure the mileage claimed is at the correct rate.\u00a0 You are entitled to be reimbursed for the costs of unavoidable expenses for parking and tolls (including road tolls and river ferries). Planned journey routes prior to travel should be considered to ensure the journey is as sustainable as possible.<\/li>\n
\n<\/strong>Wholegrain has a no-fly policy for work therefore will never ask you to travel by plane, nor will we ever pay for air travel that is in any way connected with company business.<\/li>\n<\/ul>\nSubsistence<\/h2>\n
How to claim<\/b><\/h2>\n