Organisation name:

Policy Title: USE OF CAR AT WORK

1.0  (Name of organisation) recognises that employees may need to use their car for journeys in connection with their work, for example to:

1.1  Visit service users

1.2  Take service users to appointments or similar

1.3  Attend meetings

2.0  Employees must have a valid driving license.

3.0  Employees are responsible for ensuring that their insurance covers them for business use of their car. They should provide an updated copy of the cover note to their line manager on an annual basis.

4.0  Mileage expenses should be claimed using the standard expenses form.

PROCEDURE

1.0 Mileage in own vehicle:

1.1 Where employees use their own vehicle for work related journeys, a mileage allowance will be paid in line with HM Revenue and Customs rates.

1.2 The rate of mileage allowance for employees using their own transport, i.e. car, van, motorbike or bicycle will be set at a rate agreed by the Governing Body.

1.3 Mileage allowance is not payable for those journeys made to and from the normal work place, as specified in the contract of employment.

1.4 Employees who are home based, as set out in their contract of employment, are able to claim mileage for all work related journeys starting and ending from their home address.

1.5 For work related journeys, employees can claim the lower of:

1.5.1 Distance actually travelled, or

1.5.2 Distance which would have been travelled if journey had started at the employee’s normal place of work.

Date this policy came into effect / Date approved by Governing Body
Next Review Date / As Agreed by Governing Body
Name or position of person responsible for this policy
Other related policies / Employment
Relevant Legislation
Useful Information

PRACTICE NOTE

Issued to:
All Staff / SUBJECT:
Use of car at work / No:
Issued by: / Date issued: / Date amended: / For Information to:
·  Employees should keep a record of their mileage throughout the month and then detail this information on the expenses form.
·  Pass the expenses form to their line manager by the 15th of each month.

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TRAVELLING/EXPENSES CLAIM FORM - STAFF
NAME: / Expenses Period:
DATE / DETAILS OF EXPENSE / TOTAL MILEAGE / MILEAGE RATE / MILEAGE CLAIM / PARKING / OTHER EXPENSES
TOTALS
£0.00 / £0.00
TOTAL EXPENSES CLAIMED FOR PERIOD / £0.00 / Please attach receipts for all the above items to the back of this claim form.

Signature Date

Line Manager Signature Date

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