Stokers A5 Handbook Policies APR24

STAYING AWAY WITH FAMILY / FRIENDS If you stay away from home on business and stay with friends and family rather than in hotel accommodation, then there is an entitlement to claim a nightly allowance of £25.00. If this allowance is claimed then no further claim can be made for the evening meal allowance detailed above. Whilst no receipt is required for staying with friends and family, such claims must be clearly described on the expenses claim form and agreed in advance with the line manager. ENTERTAINING Executive and Senior Managers may provide entertainment where there is a distinct benefit to Stokers or where relevant business relationships are being developed. The full names of all attendees must be detailed on the expense claim, including details of the number of Company and non Company attendees. Again, this is an Inland Revenue requirement. GENERAL EXPENSES Any gifts and prizes, both to individuals or stores, must be approved by the manager. Subscriptions that are necessary for you to gain and maintain your professional standing are allowable if authorised by the Managing Director. TELEPHONES Claims for reimbursement of telephones and or internet must be agreed by the manager in the first instance. Those issued with a company telephone must pay for all excessive personal calls, data usage and personal text messages must be reimbursed to the Company.

If an employee struggles to find costing within the above guideline, they should contact the HR Department for advice. Excessive costs will not be fully refunded without explanation or suitable effort being made to find a cheaper option. MILEAGE CLAIMS If you do not have a company car, mileage can be claimed for business related travel not including to and from your home to your place of work, your work base. Your work

base is defined in your employment contract. Stokers’ mileage claim rates are confirmed in the below table:

First 10,000 miles After 10,000 miles

Vehicle

per annum

per annum

Car

£0.45p £0.24p £0.20p

£0.25p £0.24p £0.20p

Motorbike

Bicycle

For every business journey outside your usual commute to and from your work base you must deduct your usual mileage to and from your work base. For example, consider your daily commute to your work base and back to your home is 30 miles, if you have a meeting or business commitment outside of your work base which totals 50 miles you will deduct 30 miles (your daily commute) from the 50 miles, therefore claiming 20 miles. Any business journeys from your work base to an alternative location, returning to your work base can be claimed. Business mileage claims are for the shortest reasonable route, claims for excessive mileage will be not be processed without sufficient explanation. All employees, including those with access to company cars, are reminded that they are individually responsible for keeping detailed records of business mileage incurred on a daily basis, as the Inland Revenue may request such details. Failure to maintain such records and provide them on request may result in the Inland Revenue raising a tax assessment on the individual.

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