Personal expenses whilst on States business (FOI)

Request

A

Please kindly clarify whether States members are entitled to have the costs of replacement or repair of personal possessions damaged or lost whilst on States business abroad or otherwise covered by the States?

B

Please kindly clarify whether States members are entitled to have their medical expenses covered whilst on States business abroad or otherwise?

C

Please kindly clarify whether States members are entitled to have their personal grooming costs covered by the States?

D

Please kindly clarify whether there are any restrictions on the maximum level of spending on States members purchase cards for meals and hotel stays?

E

Please kindly provide the number of instances that States members have previously been subject to disciplinary action over their use of purchase cards, and advise what the penalty was in each case.

F

Please kindly provide the number of instances that civil servants have previously been subject to disciplinary action over their use of purchase cards, and advise what the penalty was in each case.

Response

A

Under normal circumstances the costs of replacement or repair of personal possessions damaged or lost whilst on States business abroad would not be covered. However, under exceptional circumstances, eg loss of baggage, this could be covered by the States of Jersey insurance arrangements.

If a States Member claimed outside of the insurance arrangements for any of these costs it would be the decision of the budget holder or accounting officer whether to approve the claim.

B

Emergency medical expenses would be covered by the States of Jersey insurance arrangements. Costs recoverable under a reciprocal health agreement are excluded. If a States Member claimed outside of the insurance arrangements for any of these costs it would be the decision of the budget holder or accounting officer whether to approve the claim.

C

It would be the decision of the budget holder or accounting officer whether to approve the claim.

D

Not all Ministers and Assistant Ministers have purchase cards. Where they do, then the department issuing the card may place restrictions on the total amount able to be spent and the amount per transaction.

E

There are no known instances of disciplinary action in relation to States Members’ use of purchase cards.

F

There have been incidences of employees deliberately misappropriating funds through their purchase card. The employees were dismissed, following disciplinary hearings and the funds recovered as a civil debt.

In addition to disciplinary action a small number of cardholders have had their purchase cards withdrawn for not complying with departmental purchase card rules (eg failing to obtain or retain itemised receipts, over-use of the card).