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					RAIL TRAVEL SECTION OF THE STAFF HANDBOOK

                  FOR


DEPARTMENT FOR TRANSPORT AND AGENCIES
                 DRIVING STANDARDS AGENCY


TRAVEL BY RAIL

GENERAL

You are encouraged to use the rail system for travelling on official
business, wherever practical. You should take into account the
availability of the rail network, the saving of official time and any
subsistence costs when planning a journey.

Anyone at SEO/SE grade and above is entitled to 1st class travel.
Other staff, normally entitled to standard class travel, may
exceptionally be reimbursed 1st class fare when necessarily
travelling with an employee entitled to 1st class fare.

In exceptional circumstances, where a standard class seat cannot
be reserved, you may travel at 1st class.

When any additional costs e.g. cancellation fees have been
incurred the reason for claiming them must be given on the
appropriate claim form and be approved by the Certifying Officer.

No payment will be made for a journey, or part of a journey,
covered by a contract or season ticket held for private use.

JOURNEYS PARTLY PRIVATE AND PARTLY OFFICIAL

The normal return fare will be paid provided that it is quite certain
that an official visit was necessary. However any supplement to
the fare due to you delaying your return for personal reasons, e.g.
returning on a Friday when higher rail fares apply, will not be
reimbursed by the Agency.

RAIL TRAVEL BOOKING SERVICE

We are now using the trainline for business as our agent for train
tickets. The service is available over the internet and offers an
accurate and impartial service covering all National Rail journeys.

If you travel by train, please consider the following when
requesting train tickets:
• Tickets to be posted will need to be booked at least 3 days in
advance of travel

• Tickets for collection will need to be booked at least 24 hours in
advance of travel

• Cheaper tickets are often available if you can;

a) be specific about your outward and return train times

b) book as far in advance as possible, 2 weeks is ideal

Buying tickets is straight forward by taking the following steps:

a) Please ensure you use this DSA link to the trainline website:
www.thetrainline.com
b) To register yourself please select Logon As A New User and
follow the on screen prompts
c) Click on Buy Train Tickets
d) Login / Chan
e) Follow the instructions on screen
f) Enter origin, destination, date & time of travel
g) Enter the number of passengers, preferred route, & railcards (if
applicable)
h) Select the train(s) on which you wish to travel
i) Select the fare that you wish to purchase
j) Enter any seat reservation requirements
k) Enter your ticket delivery or collection details
l) Enter Government Procurement Card (GPC) details
m) Purchase
n) You will then view a confirmation page which can be printed out
o) A confirmation email will be sent to you to verify that your
booking has been received.
p) The tickets will then be delivered (or made ready for collection),
and details of the purchase saved in your online transaction
history.



Any expenses paid for by GPC must not also be claimed on
your T&S claim.
HIGHWAYS AGENCY


TRAVELLING BY RAIL

Class of Rail Travel and Seat Reservations
If you are a PB5 above undertaking „Official Travel‟, you are
entitled to First Class travel on trains. However, it is expected that
First Class travel will be used only when it is necessary eg. where
you intend to work during the journey and require the additional
space afforded in First Class accommodation.

If you are a PB1, 2, 3 or 4, you are entitled to Standard Class
travel. However, you may also travel First Class in the following
circumstances and with your line-manager‟s prior approval:

    you are required to travel overnight
    you are necessarily travelling with a Civil Servant or non –
     Civil Servant entitled to, and using, First Class travel. If you
     travel with a senior officer on the outward journey only, you
     must return by Standard Class, unless that would be more
     expensive (or vice versa)
    if you satisfy your line-manager, by fully explaining the
     circumstances in writing, that you were unable to obtain a
     Second Class seat. The Agency will not repay the cost of
     First Class travel on suburban lines in rush hours nor when
     you could have reserved a Standard Class seat.
GOVERNMENT CAR AND DESPATCH AGENCY

Rules and Entitlements for Rail Travel

The entitlements to classes of rail travel recognise the level of
work which may need to be carried out on the train and are as
follows:

                        Class of travel       (including    travel   by
                        sleeping berth)
Senior Civil Servants
Band               A
Band     B      (Fast First Class
stream)
Band B2
Band B1 and below Standard Class

Travel by First Class is not, however, likely to be justifiable in
terms of management benefit on comparatively short journeys
when trains are not crowded. As a general rule, it is recommended
that staff at Band B2 and above should normally travel First Class
only if:

     a. the journey involves travelling during a rush hour period;
     or
     b. their journey time is scheduled to exceed two hours.

Staff entitled to Standard Class travel who are required to travel at
night by sleeper and are travelling alone, or who are unable to
share a Standard Class cabin with a colleague, may be allowed to
travel First Class.

Staff in Band B1 and below may be entitled to travel First Class
when accompanying a civil servant, who is entitled to First Class
travel, or a non-civil servant travelling First Class.

Where staff are promoted, the entitlement to a new class of travel
takes effect from the date of taking up duties at the higher level.

Staff travelling by Eurostar may travel First Class regardless of
their Band/pay range. As meals are provided as part of the First
Class package, there will be no entitlement to the meal allowances
described in paragraph 10.3.17 below.

Staff may not make a claim in respect of any journey, or part of a
journey, covered by a season ticket held by them for their private
use.

The cost of a seat reservations may be reimbursed where justified.

Staff must give reasons for any cancellation charges included in a
claim. The Agency will not reimburse any cancellation charges
where cancellation is the fault of the member of staff. A
cancellation charge will be treated by the Agency as a loss and will
need to be formally accounted for and written off.
DRIVER AND VEHICLE LICENSING AGENCY

Travel by rail

Subject to the exceptions set out in this paragraph and paragraph
9.2.12, if you are below SEO or equivalent, you must travel
standard class. If you are SEO or equivalent or above (or if you are
in the Senior Civil Service) you may travel first class. Before the
higher cost travel is used, however, you must consider the
business need and whether the extra expenditure is justified.

All staff may travel first class under the following conditions:

a) you need to travel with someone who is travelling first class,

b) the facilities provided in standard class do not meet your needs
   because you are pregnant or suffering from a temporary or
   permanent disability,

c) there are no seats available in standard class or in
   circumstances when it is necessary to buy a meal on the train
   and this is not possible when travelling in standard class,

d) if you need to travel overnight and use a sleeping berth.

Seat reservation

The costs of reserving a seat will be reimbursed. Paragraph 9.9
sets out how to make a claim.
MARITIME AND COASTGUARD AGENCY


Travel by rail
Subject to the exceptions set out in this paragraph and paragraph
9.2.17, staff in bands D and below must travel standard class.
 Staff at Bands E (and HPTOs) and above, are entitled to travel
first class. Before the higher cost travel is used, however, you must
consider the business need and whether the extra expenditure is
justified, ie. is there a need to conduct business in private, or
would travel by standard class be adequate. Section 9.9 sets out
how to make a claim.

All staff may travel first class under the following conditions:-

      you need to travel with someone who is travelling first class,
      the facilities provided in standard class do not meet your
       needs because you are pregnant or suffering from a
       temporary or permanent disability,
      there are no seats available in standard class or in
       circumstances when it is necessary to buy a meal on the
       train and this is not possible when travelling in standard
       class, or
      if you need to travel overnight and use a sleeping berth.
VEHICLE CERTIFICATION AGENCY

Travel by rail


Subject to the exceptions set out in this paragraph and paragraph
9.2.12, if you are below Band 4 (“H” grade), you must travel
standard class. If your salary band is that of an “H” grade or above
you may travel first class. Before the higher cost travel is used,
however, you must consider the business need and
whether the extra expenditure is justified. Section 9.9 sets out how
to make a claim.

All staff may travel first class under the following conditions:-
you need to travel with someone who is travelling first class,
the facilities provided in standard class do not meet your needs
because you are pregnant or suffering from a temporary or
permanent disability, there are no seats available in standard class
or in circumstances when it is necessary to buy a meal on the train
and this is not possible when travelling in standard class,
if you need to travel overnight and use a sleeping berth.
Seat reservation

The costs of reserving a seat will be reimbursed.
VEHICLE OPERATOR SERVICES AGENCY

Your standard of travel is determined by business need. All
journeys will be
made at standard or economy fares. The exceptions are:-
            you are disabled and Standard or Economy Class
             facilities do not accommodate your particular
             disability;
            you are a non-smoker and there are no non-
             smoking seats available in Standard or Economy
             Class;
            you need to carry out work and this is not possible
             in Standard or Economy Class;
            you are unable to find a seat in standard or
             Economy class.
You can often avoid difficulties by reserving a seat in advance.
Fares and travel supplements, such as seat reservations, will be
reimbursed.
VOSA will reimburse the cost when you forfeit a reservation fee, or
when you do not make use of a travel ticket - except where the
fault is clearly yours. You should explain the circumstances in
your claim.
Benefits accrued as a result of official travel (for instance “Air
Miles”) must not be used for personal travel. You are encouraged
to use them to offset the cost of future official journeys. - see also
Part A of this Staff Handbook, Chapter 3 - Personal Conduct,
Acceptance of Gifts, Benefits and Hospitality.
ou must obtain a receipt(s) for actual expenditure and retain for six
years afterwards (see paragraph 9.1.8).

Ticket booking & cancellation arrangements
VOSA have arrangements currently with Portman Travel to supply
travel tickets. You are expected to use this facility. The booking
form to be used for the current arrangements is available on the
Procurement Team‟s pages of the VOSAnet.

Season tickets
The cost of the purchase of a season ticket will be reimbursed if
you are
travelling on VOSA‟s business and this is the most economic
option. However you
must:-
           get approval from your Certifying Officer;
           claim reimbursement as soon as practical after the
            ticket is purchased;
           not make further claims for any journeys covered
            by the season ticket.

Rail travel
There are circumstances where you may travel First Class (see
paragraph 9.7.1).

Discount cards
You will be reimbursed the cost of purchasing discount cards (e.g.
railcards etc) if your Certifying Officer is satisfied that savings will
accrue to VOSA.

Sleeping berths
 The cost of a single sleeping berth on a train will be reimbursed if
you need to travel overnight, and this is the most effective method
of travel. If your journey is exceptionally long it may be more
economical to fly.
DEPARTMENT FOR TRANSPORT CENTRE


Travel by rail

Subject to the exceptions set out in this paragraph and paragraph
9.2.13, if you are below band 5, you must travel standard class. If
you are in range 4.2,4.7, 4.8, band 5 or above (or if you are in the
Senior Civil Service) you may travel first class (certain other staff in
band 4 may have the reserved right to travel first class - contact
Human Resources if you believe you have this right). Before the
higher cost travel is used, however, you must consider the
business need and whether the extra expenditure is justified.
Section 9.9 sets out how to make a claim.

All staff may travel first class under the following conditions:

   a. you need to travel with someone who is travelling first class
   b. the facilities provided in standard class do not meet your
      needs because you are pregnant or suffering from a
      temporary or permanent disability
   c. there are no seats available in standard class or in
      circumstances when it is necessary to buy a meal on the
      train and this is not possible when travelling in standard class
   d. if you need to travel overnight and use a sleeping berth

Seat reservation
The costs of reserving a seat will be reimbursed. Section 9.9 sets
out how to make a claim.

				
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