Travel Warrant Procedure: April 2013
Due for Review: April 2014
Introduction
These procedure notes apply to all staff using and approving travel warrants and to those staff responsible for administering the Scheme.
These Procedure notes should be read in conjunction with the Council’s Expenses Policy.
Travel warrants are an alternative method of paying for staff and client rail travel and provide flexibility over travel, particularly for short notice journeys.
The travel warrant system has a cost attached to its usage so it is important that staff follow this procedure to ensure that the Council achieves best value for money. Deliberate misuse of the warrant scheme may lead to disciplinary action. All warrants should be requested as soon as you become aware of the need for travel using the Travel Warrant Request Form
RESPONSIBILITY MATRIX
SOCIAL WORKERSW fills travel warrant request form and sends to UM for approval
SWs return unused and spoiled travel warrants to BS / BUSINESS SUPPORT
Process the request form by scanning to keep a copy
BS gives travel warrant to social worker
Reconcile invoices monthly
SERVICE LEADS/Ums/ DMs
Approve travel warrant request forms
When can a travel warrant be used?
· For client travel where it would not be cost-effective to purchase a train ticket (for example if you are unsure if the service user will attend the appointment for which they require subsidised travel).
· For DASHH service users as part of the rehoming process.
· For unplanned, short notice travel for staff on business only (i.e. less than 3 day’s notice of travel).
· Warrants can only be used for staff travelling outside of London Oyster Card Zones. The Council’s Corporate Oyster Card Scheme should be used for inner London travel.
· Where possible, alternatives to warrants should be considered (such as purchase of travel through a PCard or reimbursement of expenses through the Payroll to ensure that Council achieves value for money.)
· As per HMRC Regulations, staff must never claim for home to work travel (regardless of the method of payment, e.g. Corporate Oyster Card, expenses reimbursement or use of travel warrants). This also means that the start (and end point if a return journey) must be from your place of work.
Requesting a Travel Warrant
· All warrants should be requested as soon as you become aware of the need for travel using the Travel Warrant Request Form.
· Warrants must be signed off in advance of travel by a Head of Service or Delivery Manager in CFL or the Housing Initiatives Manager in DASHH.
· The Travel Warrant Request Form must be fully completed and provide details of the proposed journey and must specify why a warrant is required.
· Warrants must never be shared and can only be used by the officer/client named on the warrant.
· Any unused warrants must be returned immediately. Spoiled warrants should be returned to the officer responsible for administering the Scheme and should be crossed through and marked as spoiled.
· There is only one corporate travel warrant account which is to be used by the entire department. Under no circumstances should teams attempt to open and operate individual accounts.
Monitoring of the Scheme
· The Scheme is administered by CFL Finance (CFL Business Support from April 2013).
· For service areas with infrequent, ad hoc requirements, warrants will be issued directly by CFL Finance on receipt of a completed travel warrant request form.
· For teams using warrants on a frequent basis (i.e. weekly usage), a book of blank warrants may be issued to the service area. Any books issued must be logged by CFL Finance and must clearly show who the books have been allocated to.
· All completed travel warrant request forms and any spoiled warrants must be retained for a 12 month period. This should be done either centrally by CFL Finance for ad hoc requests or by service areas (where books have been issued directly).
· A log of warrants issued must be maintained either by CFL Finance or by service areas where warrant books have been issued directly. The log should include the following information:
o Serial number of the warrant
o Date of travel
o Start and end point of the journey
o Name warrant was issued in and specify if this was for staff or a client
o Purpose of the journey
o Value of journey (if known)
o Name of Service Manager who approved the warrant.
o Spoiled/unused warrants must be logged
· Those teams with frequent warrant use who are maintaining their own records, must email their log Irene Nardone, Finance and Administration Assistant each month to allow the team to reconcile the invoice from ATOC to the log of journeys made.
· Travel warrants will be subject to regular compliance checks and teams must ensure that all records are made available for inspection of the Internal Audit and Governance Teams when requested.
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