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A decision made (21/12/2006) regarding Approval of Housing Department Travel Policy 2006.

Subject:	Approval of Housing Department Travel Policy 2006
Decision Reference:	MD-H-2006-0081	Exempt clause(s):
Type of Report: (oral or written)	Oral	Person Giving Report (if oral):		Carl B Mavity
Telephone or e-mail Meeting?		Report File ref:
Written Report – Title	Approval of Housing Department Travel Policy	Written report - author		Carl B Mavity – Director of Estate Services
Decision(s): The Minister approved the Policy
Reason(s) for decision It is necessary that in order to comply with Financial Direction 5.2 a Travel Policy is in place, and duly approved by the Minister.
Resource implications Financial: NIL Manpower: NIL Property: NIL ICT: NIL Law Drafting: NIL
Action required:
Signature: (Minister)			Date of Decision: 21 December 2006

Housing Department - Travel Policy.

Housing Department

TRAVEL POLICY

1. INTRODUCTION

This policy is issued in accordance with Financial Direction 5.2 – Travel and Accommodation Expenditure (see the link at the end of this document) relating to expenditure on travel and accommodation. It is a requirement of that Financial Direction that all States departments have in place a Departmental Travel Policy which ensures value for money is achieved on travel expenditure whilst meeting the business needs of the Department.

The purpose of this policy is to give guidance on all matters relating to expenditure on travel and accommodation. It applies to all members of staff within the Department. It also applies to persons who are not specifically employed by the States of Jersey but who may travel with the Department’s officers on States business.

All travel arrangements should be directed through the designated Executive Officer and all significant departures from any aspects of the Policy are expected to have the prior agreement of the Accounting Officer or other officer who may be designated by the Accounting Officer. (All references to Accounting Officer in this policy include any Officer to whom authority shall be delegated by the Accounting Officer).

No travel outside Jersey is to be undertaken without the express authority of the Accounting Officer.

2. AIR TRAVEL

2.1 UK Flights

All UK domestic air travel must be booked online with the relevant organisations wherever possible.

Wherever possible, travel arrangements must be made well in advance to enable the cheapest fare to be obtained. Club class tickets may only be purchased when no cheaper alternative is available and with the Accounting Officer’s approval. If officers wish to upgrade their ticket then they must pay the additional cost. Special ticketing arrangements, in specific circumstances may be exceptionally authorised by the Accounting Officer.

2.2 Overseas Flights

Any overseas long haul flights booked must be approved by the Accounting Officer.

2.3 Frequent Flyer Rewards / Air Miles

Officers who hold frequent flyer cards must declare any benefit accrued to them from States travel to their line manager. Benefits such as air miles or free flights must be used for future States travel or be foregone. Officers should not seek to travel with specific airlines in order to accrue such benefits.

3. ANY OTHER TRAVEL

In all cases, the most economic means of transport consistent with the nature of the journey and business needs should always be used.

3.1 Sea Travel

All sea travel must be booked online with the relevant organisations wherever possible. Should officers wish to use their own car in the UK, the overall cost to the Department will be a major factor in determining whether approval for use of an officer’s car in the UK is granted. The cost of the car plus one passenger ferry fare will be paid or however many Department officers are travelling for business reasons. The officer will receive a refund for the cost of petrol used in travelling between the port and destination and during their stay in the UK, but not a mileage allowance.

3.2 Taxis/Public Transport

Taxis may be taken if this is a more economical form of transport, or better meets the business needs, for the officer concerned (or if there are a number of officers travelling together) and in the following circumstances:

· travelling late at night or in other circumstances to ensure personal safety.

· only means of transport due to public transport strikes/disputes.

· speed (e.g. attending a course for a day, travel delays).

· location of course/conference.

· travelling with large amounts of baggage or equipment.

The cost of taxis/public transport required for the journey from home to airport/ferry terminal and vice versa may be claimed. If the officer uses their own car, then they may claim for use of the public car park located at the terminals, except where this cost is greater than the cost of a taxi/public transport.

3.3 Rail and Tube Travel

Although rail and tube tickets can be purchased when required in the UK or abroad, they are also available through Gray Dawes. Second class rail travel should be taken in all cases, except when travelling with a Politician or other business person who is travelling first class. Prior approval of a line manager must be obtained in these circumstances wherever possible. In all other circumstances, the officer will be required to pay the extra cost of upgrading their ticket, should he/she wish to do so.

3.4 Car Hire

All car hire should be booked through Gray Dawes unless alternative suitable car hire can be arranged at a cheaper price. The following factors will be taken into account in determining whether approval for use of a hire car is granted:

· overall cost to the Department (eg number of officers travelling together).

· location of course/conference.

3.5 Parking at Jersey Airport

When going away on business if the officer chooses to use their own car to get to Jersey Airport the cost of parking can be reclaimed although consideration should be given as to whether it would be cheaper to use a taxi to and from the airport. Officers may also claim a mileage allowance from their home to the airport.

4. HOTEL ACCOMMODATION

In all cases, if an officer wishes to stay additional nights or wishes a relative/friend to stay in the hotel, or wishes to stay in a more expensive hotel, then the additional cost will be met in full by the officer concerned.

If the officer chooses to stay with relatives or friends rather than in a hotel, then an allowance of £20 per night will be granted.

4.1 UK Accommodation

When booking UK accommodation, it must be booked on-line wherever possible. It should be booked in advance and paid for by purchase card.

Where it is not possible to book on-line the officer making the booking must telephone the hotel or group quoting the relevant booking code (where applicable). A confirmation fax or letter should be obtained supported by an official order.

4.2 Hotel Accommodation Outside the UK .

Accommodation required outside the UK must be booked through Gray Dawes unless alternative suitable accommodation can be arranged at a cheaper price or if it better suits the business needs. The officer should take advantage of any discounts which may be available.

5. SUBSISTENCE EXPENSES

This type of expenditure is to provide for meals and light refreshments not included in the charge for accommodation and is only applicable to subsistence outside the Island.

5.1 Meals

This Policy covers the payment of up to three meals per day. When a full dinner is taken, it is expected that lunch will have been a light snack.

A maximum of £5 for lunch and £15 for dinner including drinks will be allowed. These limits may be exceeded when necessary, provided that there is sufficient justification. In all cases, it is essential that receipts are obtained. The names of the persons who attended the meal should always be recorded. Officers are expected to adopt a prudent approach regarding alcoholic beverages and other expenses.

5.2 Other

Other reasonable and justified expenses, which may be included, are:

· telephone calls - reasonable personal calls home and any calls relating to States business will be permitted. Where possible, the officer concerned should endeavour to phone at a reasonable rate and not use room rates.

· entertaining - reasonable and necessary entertaining will be permitted but the officer should exercise particular prudence with such expenses. Significant expenditure should be approved in advance by the Accounting Officer.

· light refreshments - expenditure must be reasonable, ie less than £5. Light refreshments would not be expected if three meals per day were being claimed.

6. ADMINISTRATION

6.1 Bookings

All travel arrangements should be directed to the Executive Officer. Wherever possible, all foreseeable expenses, eg air fares and hotel accommodation, should be booked using a purchase card or covered in advance by official orders.

6.2 Expense Claims

All claims for travel expenses should be made on the States of Jersey Conference and Travelling Expenses form. Procedures for completion can be found on the back of the form. It is essential that the form is filled out correctly and signed by the claimant, otherwise the form will not be authorised or processed for payment. All parts of the form are to be completed.

All claims which are submitted should be fully supported by attaching all relevant documentation (eg receipts, invoices, hotel bills). No reimbursement will be made unless it is possible to verify that expenditure has actually been incurred.

All claims should be authorised by the Officer’s line manager prior to payment.

6.3 Insurance

Any employee undertaking a business journey outside Jersey will automatically be covered under the States of Jersey travel insurance policy. The States Insurers need only be advised in advance of those trips involving six or more officers from one Department travelling on the same aircraft. This is to ensure that insurance aggregation limits are not breached. The Insurers require to be notified at least seven days in advance.

In the event of a claim, staff should, in the first instance contact the Executive Officer, who will provide an appropriate claim form for completion by the claimant. It should be noted that, under those sections of the policy relating to personal baggage and money/credit cards, there is a £25 excess for each and every claim.

This policy will take effect from 21st December 2006.

I K Gallichan

Chief Officer

Appendices

Link to Financial direction 5.2

Links to websites accessible via the States network for the purposes of booking travel and accommodation

http://intranet1/treasury/AccountingManual/PDFs/Accounting%20Manual/Accounting%20Manual/PDF/Travel%20and%20Accommodation%20Expenditure%20051123%20pd.pdf