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SOUTHERN DERBYSHIRE ACUTE HOSPITALS NHS TRUST STAFF TAXI POLICY
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P-S6
SOUTHERN DERBYSHIRE ACUTE HOSPITALS NHS TRUST
STAFF TAXI POLICY
1. Purpose
New tax regulations (including P11D tax legislation) and Governmental audit
requirements have altered the income tax liability for staff using taxis to travel
between home and work. To comply with this regulation the provision of taxis
paid for by the Trust for staff travelling to and from work will no longer be available
routinely.
2. Aim and Scope
This policy applies to all areas of the Trust and to all individuals employed
by the Trust. The purpose of this policy is to ensure staff are aware of
the: -
2.1 Appropriate use of taxis when travelling to work from home or vice
versa
2.1.1 Income tax liability, existing on staff when using taxis, which fall
under P11 D tax legislation
2.2 Procedure for ordering a taxi in emergency situations
2.3 Process for claiming back expenses under the Trust expenses
policy
2.4 Definition of travel on official Trust business away from the main
sites
2.4.1 Examples of taxable & non-taxable taxi use
2.5 Use of the Health Hopper and cross-site travel
2.6 References
3. Implementing the Policy
Travelling to work from home or vice versa
3.1 General Managers or equivalent or authorised nominated person
can only authorise the use of taxis, when no other viable and/or
practical means of travel is available or where staff fall under the
provisions of the Disability Discrimination Act.
3.1.1 Where a taxi is to be used this must be by prior agreement with the
General Manager or equivalent or authorised nominated person.
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3.1.2 Individual members of staff using agreed taxis to travel from home to
work or vice versa must pay the cost of the taxi themselves and
seek reimbursement in accordance with the Trust’s Expenses
Policy.
3.1.3 Staff working standby shifts, weekends, Bank Holidays or similar, or
undertaking on-call duties are included in 3.1.2 above.
3.1.4 In any situations where staff use a taxi in undertaking official duties
on behalf of the Trust the individual member of staff should pay the
cost themselves and seek reimbursement in the usual way in
accordance with the Trust’s Expenses Policy, if prior approval is not
available.
Emergencies
3.2 There may be the occasional emergency situation when a member
of staff is called in by the Trust, in these circumstances General
Managers, or equivalent, or authorised nominated person can
authorise a taxi directly through the Transport Hotline. All
appropriate details will be recorded. Where this is the case it will be
assumed that all other methods of alternative transport have been
considered and exhausted.
Claiming expenses
3.3 Any expenses in relation to claiming back taxi costs must be
accompanied with an appropriate VAT receipt attached to the
expense claim form, which will be signed off by your General
Manager, or equivalent, or authorised nominated person.
3.3.1 General Managers will only authorise reimbursement when no other
viable and/or practical means of travel is available or where staff fall
under the provisions of the Disability Discrimination Act.
3.3.2 All expense claims must be authorised and submitted to Pay
Services using the standard expense claim form (Appendix form A &
Section 4 of the Trust Expense Policy), with receipts or any other
appropriate evidence of expenditure. Claim forms are available from
the Personnel Department.
3.3.3 In all instances where taxi costs will be reclaimed on expenses, you
must order the taxi yourself by contacting the Trust taxi contract
company indicated below. The Transport Hotline will not order
the taxi for you.
• Western 01332 331331
Travel on official Trust business away from the main sites
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3.4 In any circumstances where staff travel to Clinics and other
Hospitals, they should in the first instance use their own transport
(See section 1.2 of the Trust Expenses Policy & appendix form B for
Use of Private Cars for Business Purposes) or pool cars if
available.
3.4.1 Only in exceptional circumstances must taxis be used. Please
ensure agreement has been obtained for the use and payment of a
taxi by the Trust from your respective General Manager or
equivalent or authorised nominated person.
3.4.2 In any circumstances where staff use taxis for home visits and
patient escorts via ambulance etc. they should continue to do so, but
must ensure that the correct information is given to the Transport
Hotline Controller to avoid the request for a taxi being refused.
3.4.3 All Trust business taxi requests paid for by the Trust must be
booked through the Transport Hotline on Ext 4242 (24 hours a day 7
days a week), unless agreed otherwise with the Transport Team.
Examples of taxable & non taxable use
Taxable /
Paid For
Name Taxi Used For Pick up Point Destination Non
By
Taxable
On site resident to Wilderslowe Court /
Derby City General
A.N.Other Derby City General Tower, Derbyshire Taxable Yourself
Hospital
Hospital Royal Infirmary
On site resident to Wilderslowe Court /
Derby City General
A.N.Other Derbyshire Royal Tower, Derbyshire Taxable Yourself
Hospital
Infirmary Royal Infirmary
Surgical Assessment
A.N.Other Work to Home Unit, Derby City General Home Address Taxable Yourself
Hospital
Main Entrance,
A.N.Other Home to Work Home Address Derbyshire Royal Taxable Yourself
Infirmary
Surgical
On Call from Home to Assessment Unit,
A.N.Other Home Address Taxable Yourself
Work Derby City General
Hospital
Surgical Assessment
On Call from Work to
A.N.Other Unit, Derby City General Home Address Taxable Yourself
Home
Hospital
Main Entrance,
Non
A.N.Other Work to Ripley Hospital Derbyshire Royal Ripley Hospital Trust
Taxable
Infirmary
Main Entrance,
Patients Home Non
A.N.Other Work to Home Visit Derbyshire Royal Trust
Address Taxable
Infirmary
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Health Hopper
3.5 Free travel on the Health Hopper is only for staff travelling between
the two sites on official Trust business on production of a valid
Health Hopper pass. Free travel must be authorised by your
respective General Manager or equivalent or authorised nominated
person.
3.5.1 Each Directorate is responsible for identifying those staff eligible for
a pass and the consequent costs of their usage.
3.5.2 Free travel on the Health Hopper does not include staff travelling
from home to work or vice versa or visiting the city centre for
shopping. Similarly staff who are resident, or choose to park on one
site, but are based or work at the other are not entitled to travel free
on the Health Hopper nor to use a taxi at Trust expense.
3.5.3 All staff are encouraged to make use of the Health Hopper service
whenever possible, but it is recognised that at certain times this will
neither be possible nor practical. On such occasions staff will be
able to claim travelling expenses in the usual way. General
Managers will monitor and review expenditure of this nature.
References
3.6 Southern Derbyshire Acute Hospitals NHS Trust, Expenses Policy
3.6.1 P 11 D tax Legislation (Waiting for confirmation of Title)
Documentation Control
Development of Policy: Transport Co-ordinator
Consultation with: SDAH NHS Trust Staff Side Representatives,
Transport Working Group and Facilities
Management
Approved by: Transport Working Group
Signature
Print name and position Brian Ibell
Assistant Chief Executive
Date of approval: May 2001
Review date: May 2003
Distribution and Location of Policy: Personnel Policies and Procedures Manual
Key Contact: Transport Co-ordinator
P-S6-4
