FOI ref: FOI-2024-2352
You asked
Under the Freedom of Information legislation, I request the following information.
Extracts from your travel and subsistence policy, specifically relating to first class travel by members of staff and accommodation booking day rates.
Extracts from any documents relating to the monitoring/enforcement of the above mentioned policy(s).
We said
Thank you for your request.
Please see the following extracts from the UK Statistics Authority (UKSA) Travel and Expenses Policy, where reference is made to class of travel and accommodation rates.
Rail Travel
When travelling by rail, staff are expected to travel standard class, preferably pre-booking tickets to travel on specific (timed) trains where this is the cheapest option. Staff may only book an open ticket if there is no way of knowing what time meetings end or where there are personal security considerations. In this case, restricted (set time) tickets should still be used for outward journeys.
Any other class of travel should not be booked in anything other than exceptional circumstances and if the following apply:
- Where there are no standard class facilities to accommodate staff with disabilities and long-term health conditions.
- Where there are serious security concerns; and
- If a clear value for money case can be made which is retained for audit purposes -- for example a timed ticket standard class is more expensive than a similar ticket in first class. Evidence (such as a screen shot from the booking page) must be retained for audit purposes.
Air Travel
First class air travel is not permitted. For flights up to 6 hours duration staff must use economy class. For flights over 6 hours duration and with DG level approval, staff may use business class. It is expected, on value for money grounds, that staff consider using economy, premium economy, or world traveller fares instead of business class if these are available on the required route.
Overnight Accommodation
The Authority has contracted with Corporate Travel Management (CTM) to provide hotel booking services.
CTM has undertaken to find good quality hotel accommodation (usually at a discount) anywhere in the UK. CTM also provide the same service for overseas accommodation. These facilities are available to all staff that need to stay away from home overnight on official business. The expectation is that unless there are compelling reasons to the contrary, CTM should be used by staff to book their hotels. All hotels should be booked with the option for free cancellation (before a set time when cancelled).
Where CTM offer accommodation within the limit this must be accepted even if this results in some reasonable additional travel costs being incurred.
Accommodation booked directly with Hotels
In exceptional circumstances bookings made with individual hotels and not CTM are still subject to the general Authority expenditure guidelines, which is on a bed and breakfast basis and based on actual expenditure up to a ceiling of:
Expenses Rates:
- London: £170.00
- Elsewhere in the UK: £110.00
Rates are dependent on the location of the hotel, not the meeting; and
In exceptional circumstances where accommodation provided within 5 miles of your usual workplace has been authorised, this may qualify as a taxable benefit. Contact Pay Unit prior to making the booking to discuss further.
Extracts taken from the UKSA Travel & Subsistence policy in reference to the monitoring/enforcement of the policy are included as follows:
The Civil Service Code states that Civil Servants must 'make sure public money and other resources are used properly and efficiently.' The Civil Service Management Code provides guidance on the principles that departments must apply to expenses:
- S 8.1.2c: 'Departments must ensure that their rules provide for claiming recompense, including verification and authorisation.'
The below principles build on the Management Code and should be applied irrespective of the type of expense involved:
only costs which are necessarily incurred as a result of carrying out UKSA/ONS official duties and are additional to normal daily expenditure should be reimbursed.
all claims for expenses should be supported by receipts and independently approved.
line managers are responsible for checking accuracy and validity of claims within the terms of this policy.
claims should include a clear business reason where travel is other than standard class.
line managers should oversee the frequency of travel and associated expenses.
Robust ONS Financial Accounts and Social Survey Collection (SSC) Field Audit team processes are in place and claims will be subject to regular audit checks to provide quality assurance and deter fraudulent claims.
Pay Unit are responsible for the Framework of rules that underpin this policy and guidance with the specific rates payable set-in accordance with HMRC legislation. It is the responsibility of Line Managers to ensure that claims submitted comply with these rules and the rates in this policy have been applied correctly. Claims which result in payments outside this policy will result in the Authority considering a recovery of expenses paid.
It is the responsibility of Line Managers to ensure that staff use the most efficient and economical means of travel, considering the cost of travel and savings in official time. Wherever possible, public transport must be used which helps to reduce congestion and pollution. More expensive means of travel will only be authorised with justification e.g. where this is a wider business benefit, or to meet the needs of staff with disabilities and long-term health conditions.
To note, the monitoring/enforcement of adherence to the travel and expenses policy in general, is carried out by various means. These include a monthly sample of expense claims being audited and a review of accommodation/travel booked within invoice backing documentation provided by the booking agent.