Travel & Expenses Policy
Mileage
Carers will be paid for mileage incurred between visits to County Care’s domiciliary care clients during the working day.
The first 5 miles of the journey from home to the first client and from the last client home will not be paid.
If there is a gap of more than 2 hour between care calls the daily mileage calculation will start afresh.
Mileage will be paid at 30p per mile (if travelled by car) and 20p per mile (if travelled by bicycle) and will be calculated automatically through the Care Planner system.
A 5p per passenger per mile will be paid for carrying fellow employees in a car on journeys which are also work journeys for them.
Carers can claim the difference between the mileage paid by the Company and the HMRC approved mileage rates. The HMRC current rates can be found at https://www.gov.uk/government/publications/rates-and-allowances-travel-mileage-and-fuel-allowances. The carer can claim the allowance from the HMRC using form P87, which can be downloaded from the HMRC website - https://www.pdffiller.com/jsfiller-desk18/?projectId=389708279#42d8000788a3441783eadab8b32eee40. The P87 form can be submitted to the tax office at the end of each tax year.
The carer will need to keep a careful record of the miles undertaken during the working day and the amount of money received for travel from County Care each week for the purposes of audit with HMRC. Mileage claimed can be found on your payslips.
Carers are to keep a record of any mileage undertaken with the client during a home visit and show this separately on the additional mileage form.
Travel Time
Travel time will be paid at the national minimum wage per hour for the time taken between care calls, as long as there is less than a 2-hour gap. The travel time will be calculated using google maps.
Parking
Reasonable parking expenses may be reimbursed when necessarily incurred on journeys, which qualify for mileage allowances. Receipts must be produced except in the case of parking meter charges.
Journeys direct to places other than the Office (office staff)
In the event of a member of staff travelling from home to a place, which they have to attend to carry out their duties of employment, the mileage cost of that journey that can be claimed is the mileage in excess of their normal journey to work. The attendance at the ‘place other than the office’ has to be necessary in the sense that it is dictated by the requirements of the member of staff’s duties of employment, and not, in any way, by the personal convenience of the employee.
Late Claims
All members of staff must render their claims promptly. Claims submitted outside the time limits may be disallowed. Late claims will only be admitted when there is some good reason for the delay, at the discretion of the Head of Finance.
Claims should be submitted immediately after the duty has been completed and, if not made within one week from the completion of the duty, will be treated as a late claim.