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					Travel
      Driving university vehicles
      Excess Travel Scheme
      Public transport information
      Travel and subsistence expenses
      Travel loans


Driving university vehicles
           1    Who may drive university vehicles?
           2    Taking a university vehicle abroad
           3    Further information

1         Who may drive university vehicles?

1.1       You may only use a university vehicle if you have been authorised to do
          so, and only on university business.

1.2       The university’s policy and procedures document Transport safety – a
          guide for drivers of university vehicles is published on staffcentral and is
          available from the Estate and Facilities Management Department. This
          guide gives the qualifications required to drive a university vehicle, full
          details of your responsibilities as a driver, and guidance on what to do in
          the event of accident or breakdown.

1.3       It is essential that you comply with the requirements of the guide and
          you should read it carefully before using any university vehicle.

2         Taking a university vehicle abroad

2.1       If you are taking a university vehicle abroad you should contact the
          Estate and Facilities Management Department at least three weeks
          beforehand to make the necessary arrangements.

3         Further information

3.1       Further information is available from the Facilities Manager, Estate and
          Facilities Management Department on ext 3163.



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Excess Travel Scheme
          1    Who is eligible?
          2    Payment for excess travel
          3    Further information

1        Who is eligible?

1.1      The university’s Excess Travel Scheme applies to staff whose cost of
         travelling to work has increased significantly because the university has
         required them to move their main place of work.

1.2      It does not normally apply if you are redeployed for capability or
         disciplinary reasons, or if you move your work base voluntarily.

1.3      The scheme applies where the difference between home and the new
         workplace and between home and the old workplace is more than 10
         miles one way, using the shortest possible route in each case.

2        Payment for excess travel

2.1      Payment under the scheme will be made for a maximum of one year
         from the date you start work at the new workplace.

2.2      Payment will normally be based upon current annual season ticket
         costs using the cheapest method of public transport.

2.3      Payment for car travel may be claimed where you need to use a car
         because of a disability, or for business reasons, or where it is not
         practicable to use public transport.

3        Further information

3.1      Full details of the scheme and an application form PD41 are published
         on staffcentral and in the Staff Handbook.


Public Transport information
4        Where to find information

4.1      See the section An introduction to the university for information on
         public transport between university sites.




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Travel and subsistence expenses
       1   General requirements
       2   Means of transport
       3   Using your own transport
       4   Meals
       5   Accommodation
       6   Overseas travel
       7   Advance on expenses
       8   Claims

5     General requirements

5.1   If you have to travel on university business, you should use the
      cheapest method of travel available provided this is practicable. If more
      than one member of staff is attending the same event, you should travel
      together if this will save time and money.

5.2   Your journey and means of travel must be authorised in advance by
      your manager.

5.3   You must submit receipts for all expenses claimed.

6     Means of transport

6.1   If you are using public transport you should travel by bus or use second-
      class rail travel if practicable.

6.2   Flights within the UK are normally only approved where this will enable
      you to save on accommodation or other expenses, or where there is no
      other practicable method of travel.

6.3   Where public transport is not a viable means of travel, you may use a
      private vehicle.

6.4   For longer journeys, ie over 140 miles, it may be cheaper to use a hire
      car. This should be arranged through the Finance Department’s
      Purchasing Services Division on ext 2721. The car can be delivered to
      and collected from your home address.

6.5   If you need to use a taxi, you should get the approval of your manager
      first if possible, and you must obtain a receipt.




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7        Using your own transport

7.1      Before using your car or motorcycle on university business, it must be
         insured for business use.

7.2      The current mileage rates are:

           Car
           up to 4000 miles per annum                    40p per mile
           4001 miles per annum and above                25p per mile
           Motorcycle                                    25p per mile
           Bicycle                                       12p per mile

7.3      When travelling between university sites you should claim mileage in
         accordance with the distances given on the inter-site mileage chart
         published on staffcentral and in the Staff Handbook.

7.4      If you travel between your home and a location other than your normal
         place of work, you should deduct the miles/cost of your normal journey
         to work, if ascertainable, from the total and claim only for the additional
         cost incurred.

7.5      You are entitled to claim for parking charges. Parking fines will not be
         paid.

8        Meals when away from the university on business

8.1      You will be reimbursed for reasonable meal expenses for which you
         have obtained a receipt. Your manager or head of school/department
         can advise on what is considered to be reasonable.

9        Accommodation

9.1      If you need to stay away overnight whilst on university business, you
         can claim the cost of reasonable overnight accommodation for which
         you must obtain a receipt.

9.2      Where possible, you should book accommodation in advance.

10       Overseas travel

10.1     You must use cost-effective travel arrangements and, where possible,
         book air travel well in advance in order to obtain reduced rates.

10.2     If possible, you should make your travel arrangements through the
         university’s preferred agent:
         VRG
         Tel:      08700 500 100
         Email: bton@vrg-online.com
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10.3   If you have to take your car or motorcycle abroad, your ferry costs will
       be reimbursed, and you may claim the mileage rates given in para 7.2
       above.

10.4   Insurance cover for overseas travel must be arranged through the
       Insurance Officer in the Purchasing Services Division. Full details are
       published on staffcentral.

10.5   If you are taking a university vehicle abroad you must contact the Estate
       and Facilities Management Department at least three weeks
       beforehand to make the necessary arrangements. See further
       information in the section on Driving university vehicles at 2.1

10.6   If you are taking a private vehicle, you should check with your insurer
       that you are covered for business use overseas. You are also advised
       to arrange breakdown cover. Any additional insurance costs will be
       borne by the university.

10.7   Foreign currencies and travellers’ cheques may be obtained from the
       Finance Department’s Payments Section. Please contact ext 2734 or
       2735 for further information.

11     Advance on expenses

11.1   If you are undertaking an expensive trip you may be able to obtain an
       advance from the Payments Section in the Finance Department. Full
       details are published on staffcentral.

12     Claims

12.1   Claims for travel and subsistence should be made on Form TS1,
       available on staffcentral and from departmental offices. Receipts or
       other proof of expenditure should be attached wherever possible. If
       receipts are not provided, payments may be subject to tax and National
       Insurance.

12.2   Claims must be submitted within three months of the expense being
       incurred and payments will normally be made direct into your bank or
       building society account.




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Travel loan scheme
             1    Introduction
             2    Annual season ticket loans
             3    Car loans
             4    Cycle loans
             5    Repayment of loans
             6    Applying for a loan

1        Introduction

1.1      The university offers a travel loan scheme to help staff buy annual
         season tickets, cars and bicycles. For full details of the scheme, which
         is summarised below, see staffcentral or the Staff Handbook.

1.2      A travel loan is only granted once any previous loan has been repaid.

2        Annual season ticket loans

2.1      Loans are available to staff whose contract of employment has at least
         12 months to run.

2.2      There is no limit on the amount of the loan.

2.3      The loan is repayable over a maximum period of 10 months.

3        Car loans

3.1      Car loans are available to staff who hold a full current driving licence,
         and:
                need to travel regularly by car on university business, or
                will need to travel regularly by car on university business in the
                 immediate future, or
                hold a post graded head of school/department or above.

3.2      The maximum loan available is £7000. It may be repaid over a period of
         between 12 months and 60 months.

3.3      The loan period for staff on fixed term contracts must not exceed the
         period of the contract.

3.4      Where a loan is requested to buy a second-hand car, it must be
         inspected by the Colas Highway Services, Ringer (CHS). Full details of
         how to arrange this are given on staffcentral and in the Staff Handbook.


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3.5   During the period of the loan the car must be available for your use on
      university business, except when undergoing maintenance.

3.6   During the period of the loan you must have comprehensive insurance
      cover including your use of the car on university business.

4     Cycle loans

4.1   Loans are available to staff whose contract of employment has at least
      12 months to run.

4.2   The maximum loan available is £500. This may include the cost of a
      safety helmet. It is repayable over a maximum period of one year.

4.3   The bicycle purchased must be road worthy and intended for travel to
      and from work.

5     Repayment of loans

5.1   Loans granted under the scheme are repayable in monthly instalments
      by deduction from your salary.

5.2   If you are absent on unpaid leave for any significant period (e.g. during
      maternity leave) you must arrange for the instalments to continue to be
      paid.

5.3   The interest chargeable on loans is equal to the base rate plus 1.0%.
      Further details are available from the Finance Department on ext. 3135.

5.4   If you leave your job with the university before the loan and interest
      have been repaid, you must repay immediately the outstanding amount
      of the loan and interest due up to the date of repayment.

5.5   If you wish to dispose of the season ticket/car/cycle during the period of
      the loan, you must have the consent of the university to do so. The
      outstanding amount of the loan and interest due up to the date of
      repayment will be immediately repayable.

6     Applying for a loan

6.1   Full details of how to apply for a loan are given on staffcentral and in the
      Staff Handbook. A travel loan application form PD16 is obtainable from
      the Personnel Department.

6.2   Once a loan has been approved and the Travel Loan Agreement
      signed, repayments will start the following month.

6.3   If you would like further information about the Travel Loan Scheme,
      please contact the Personnel Department on ext. 2833.
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