Travel and subsistence policy UK

1. Purpose and scope

1.1 This policy sets out RoS commitment to keep you safe, supporting our environmental goals and to comply with HMRC rules when travelling and claiming expenses.

1.2 The purpose of this policy is to help travellers with booking travel and claiming expenses.

1.3 This policy applies to all colleagues, (defined as RoS employees, secondees, contingent workers and Non-Executive Directors)

1.4 This policy should be read in conjunction with the accompanying travel and subsistence procedure.

1.5 Non-Executive Directors (NXDs) are subject to the principles of this policy; however, separate guidance is in place to reflect the specific requirements of their role. As NXDs do not have a designated line manager, certain processes, such as approvals and discretionary decisions, will be managed by the Secretariat team.

2. Guiding principles

2.1 The principles of the policy are to make sure that:

• Colleagues neither lose nor gain financially
• Value for money is achieved
• Fraud is avoided
• Tax and legal regulations are complied with
• Diversity and inclusion of all colleagues is supported.

2.2 RoS will pay for any reasonable, necessary and appropriate travel costs and expenses incurred whilst carrying out official business, which are additional to the normal cost of daily travel to and from your permanent office base. This includes official meetings, work-related training and conferences.

2.3 Official travelling does not include travelling between your home and permanent workplace.

2.4 The normal cost of daily travel to and from your permanent office base, should be deducted from any expenses claim you submit.

2.5 RoS is committed to encouraging greener travel – please see green travel policy prior to booking any travel.

2.6 You cannot claim for alcoholic drinks under any circumstances.

2.7 Before taking an official business journey, you must discuss it with your manager. They must be satisfied it's unavoidable and agree the travel methods of travel and anticipated expenses prior to your travelling.

2.8 Because of the reliability of the regular public transport service between Edinburgh and Glasgow, the train or bus should normally be used for travel between the cities. There may be circumstances which justify the extra cost of travel by private motor vehicle, these are outlined in the travel and subsistence procedure.

2.9 Travel time can be claimed through the flexible working system (MyHR). Any normal travel time from your home to your contracted office base, must be deducted from your travel time.

3. Roles and responsibilities

Claimant responsibility (person booking travel or claiming expenses)

1. Ensuring they obtain approval from their manager to incur travel or costs and comply with all provisions of this policy
2. While travelling contact your line manager either by telephone, text or email or a trusted RoS colleague at regular intervals or at a maximum 12-hour interval (even out with office hours)
3. Sign in and out at visited site reception
4. Ask the IT service desk to enable your RoS mobile device for roaming services
5. Carry a mobile phone – make your line manager or a trusted RoS colleague aware of this phone number
6. Ensure your electronic diary is kept up to date and read-only access given to line manager and/or RoS colleagues.

Line manager responsibility

1. Review and approve all travel requests prior to booking and ensuring it is booked in line with this policy
2. Reviewing all expenses and approving in line with this policy
3. Ensuring existing and new colleagues are made aware of this policy and comply with it
4. Ensure that the risk assessment document has been read by the staff member in question RoS lone working risk assessment
5. Ensure that the person is capable of working alone. The line manager will need to consider both routine work and foreseeable emergencies that may post additional physical and mental burdens on the individual
6. Ensure that staff working alone understand the risks involved in their task and also what safety precautions will need to be taken. Examples would be ensuring that they are contactable, via portable or internal phone/radio, pre-arranged calls or physical checks by a second person
7. Provide suitable and sufficient training for lone staff that outlines the specific risks involved and how they can play a role in deflecting or minimising risk
8. Establish emergency procedures in the event of an incident, including quick access to a safe area or exit from an unsafe location, evacuating other staff and informing the security team.

Finance responsibility

1. Ensuring T&S claims are processed in line with RoS policy and supporting quality assurance activities related to T&S compliance.

HR responsibility

1. Provide advice and guidance on travel/expenses queries. Ensure the policy is robust and compliant.

4. Approval and review

4.1 This policy will be reviewed and approved by the Policy and Practice Group (PPG) every 24 months, unless earlier review is appropriate.