GUIDANCE NOTES ON COMPLETING MILEAGE CLAIMS

FOR BANK REGISTER STAFF

Due to the nature of the Bank Register, staff do not have a fixed administrative
centre. Your administrative centre is the first location you accept work from, on a
daily basis. Business mileage is then paid between locations (if there is no break in
the working day apart from a meal break) and the return journey, unless your return
journey is to your home which is closer than your original start location. You are not
paid to travel from home to your first location.

Before you can claim mileage you must give your line manager or a member of the
Business Support Team your driving licence and car insurance certificate (showing
you are covered for “use by the regular driver in connection with his/her own
business or that of his/her employer”, “use for the policyholder in connection with
his/her business/profession” or similar wording) You must then provide the
documents for an annual check and a copy of your car insurance certificate
whenever you receive a new one.

You should also advise your line manager if you receive points on your driving
licence for any Endorsable Offence. This will enable the Council to review any
potential impact on your employment/suitability to drive on council business.

Please ensure you complete mileage claim forms fully and correctly or they will be
returned to you which may result in a delay in payment.

These notes should be read in conjunction with the notes on the reverse of the claim
form and Circulars listed below.

1. Complete one claim form per line manager

2. You must submit a VAT fuel receipt with each claim which must be dated
before the date of your first journey. If you do not drive very much and a
tank of fuel lasts for more than one mileage claim and you do not have
another receipt, you must write “VAT receipt submitted with previous claim”
at the top of the sheet.

3. Departure Time and Time of Return only need completed when claiming
subsistence NOT mileage.

4. Any remaining blank lines need scored off.

5. Only full miles can be claimed for – i.e. no half or part miles.

6. Number sheets in date order. The oldest dates should be on page 1 and
the most recent dates on page 3. The sheet with the most recent dates
should always be the page on top showing your totals claimed.

7. If you have more than one sheet the c/f total = the b/f total at the top PLUS
the entries on the sheet (which means that when you have more than 1
 sheet the c/f total is a continuous total and not the sum of an individual
sheet).

8. The Cost Centre is left blank.

9. Please staple receipts and tickets to the top left hand corner of the
sheet(s).

Mileage is reimbursed at the current Inland Revenue rate of 40p per mile (less for
motorcycles). Public transport costs incurred whilst carrying out council business will
also be reimbursed – follow step 9.

Falsification of mileage claims may result in disciplinary action, and is classed as

gross misconduct which may include dismissal, so please ensure they are completed
accurately.

The RAC website journey calculator is used where there is a dispute relating to any
car mileage being claimed by employees for business purposes.

Copies of the relevant circulars are available at the link below or on request from
your Line Manager.

http://eacintranet/Services/Human-
Resources/HumanResources.aspx?securitytoken=U7g58DzIGticOJGESll0wFzgQq%
2fJqJjcW8ZHBOFz6FdND11zEDgcjJC7leLqEtsmTWEo1W9FcdZYFb7dsLLvYQ%3d
%3d

Please note: - At the end of the financial year you must split your claims in to March
and April claims.