Expenses policy

Introduction

This policy sets out how we reimburse you for work related travel expenses. Travel expenses include any kind of transport and accommodation expenses you incur when going on a business trip or travelling for work. 

Expenses will be either paid:

• Directly by Tanfield Railway on your behalf. (This option should be used where possible).

• By you and are paid back (reimbursed).

Scope

This policy applies to all Employees of the Tanfield Railway Company LTD

Mileage payments

If you use your own car, van, motorcycle or cycle for official Tanfield Railway work you are entitled to reimbursement in accordance with His Majesty’s Revenue and Customs (HMRC) approved mileage rates. 

Changes to the HMRC rates will be applied at Tanfield Railway. 

If you travel to the same (or a similar) location as your colleague(s), you should travel together. 

You can claim a passenger mileage payment if a Tanfield Railway employee travels with you on official Tanfield Railwaybusiness. If your passenger does not start or finish their journey at the same time as you, claim for the number of miles they travelled with you. The transport of volunteers or other members of the public does not qualify for passenger mileage.

Eligible journeys

The following key terms will help you understand if a journey is eligible for mileage reimbursement:

Ordinary commuting: Some types of journey are not eligible for reimbursement, such as travel in either direction between your home and permanent workplace (also known as your ordinary commute). 

Permanent workplace: A permanent workplace is somewhere you attend regularly for the performance of the duties of your employment. It is possible to have two or more permanent workplaces at the same time.

You must ensure: 

• Hold a valid driving licence for the vehicle they drive.

• Have authority to drive the vehicle they are using for TR busines

• Tell their manager if they are charged or convicted of any offence, including fixed penalty notices.

• Follow the Highway Code and keep up to date with any changes to the Highway Code. 

• Ensure the vehicle is loaded safely and within its limits. 

• Ensure the vehicle is roadworthy and they report any problems identified immediately. 

• Obtain ‘business use’ insurance cover if using their own vehicle

• Submit all relevant paperwork to their manager twice yearly. This includes providing the manager with a licence ‘check code’ to share the employee’s driving record, and proof of valid insurance. 

Subsistence (food and drink)

You are normally responsible for your own food and drinks during the working day, including when you are away from your base, and are not normally entitled to claim a subsistence allowance.  

Subsistence can be claimed in exceptional circumstances where it would be unreasonable for us to expect you to pay for your meal, and you are unavoidably put to exceptional expense – for example: 

• Attending a conference or training event where you are required to purchase a meal at the event. 

• Attending an event that necessitates an overnight stay where meals are not included.

There are maximum allowances for breakfast, lunch, tea (a light meal) and dinner (evening meal) 

• Breakfast - £9.47

• Lunch - £14.25

• Tea £4.77

• Evening Meal £19.04

Accommodation

Accommodation should be purchased via the Finance Manager/Director. You only need to pay and then claim back for accommodation in exceptional circumstances. You will be reimbursed the actual cost of bed and breakfast incurred, up to a maximum amount.

• London: £136.98 (per night)

• Elsewhere: £104.04 (per night)

How to claim

All claims should be submitted to the finance director and will be paid monthly with your salary

Claims, including mileage should be submitted with supporting VAT receipts