Travel and Subsistence Allowances

Policy Objective

All Chorley Borough Council Elected Members are entitled to reimbursement of approved additional expenses incurred in the course of their duties, in relation to travel, meals or overnight accommodation. This policy sets out the allowances and guidelines.

Chorley Borough Council’s Responsibility

This policy provides guidelines to help elected Members claim expenses.

Chorley Borough Council will make all reimbursements through the payroll system to satisfy our Income Tax arrangements with the Inland Revenue.

Elected Members’ Responsibilities

Elected Members must retain original receipts when making claims. All claims must be made using the electronic claim system and authorised by Democratic Services. Claims should be submitted each month but will be accepted up three months in arrears, however, claims must not cross over financial years.

Outcomes

The policy sets out a standard procedure for Members to follow, which will prevent fraudulent claims being processed.

Travel and subsistence allowances can be claimed for the following approved duties where a Member is formally appointed as a Member or a Substitute Member of that body:

a meeting of the Executive Cabinet and Planning Committee whether or not the councillor is a member of the Executive
A meeting of a committee of the Executive
A meeting of the authority
A meeting of a committee or sub-committee of the Council
Attendance at briefings for committee and sub-committee meetings if you are Chair or Vice-Chair
A meeting of any other body to which the authority makes appointments or nominations, or a meeting of a committee and sub-committee of any other body to which the authority makes appointments or nominations
A meeting which has both been authorised by the Council, a committee and sub-committee of the Council or a joint committee of the Council and one or more other authorities, or a sub-committee of a joint committee and to which representatives of more than one political group have been invited (if the authority is divided into several political groups) or to which two or more councillors have been invited (if the authority is not divided into political groups)
A meeting of a local authority association of which the Council is a member
Duties undertaken on behalf of the Council in pursuance of any standing order made under section 135 of the Local Government Act 1972 requiring a Member to be present while tender documents are opened
Duties undertaken on behalf of the Council in connection with the discharge of any function conferred by or under any enactment and empowering or requiring the Council to inspect or authorise the inspection of premises

Notes: As you can see from the above, you cannot claim travelling or subsistence allowance for ward duties (unless covered by the above) or for unofficial visits or meetings at Council offices. If you are at any time unclear about whether you are entitled to claim travel and subsistence, then contact Democratic Services.

Subsistence Allowances

Payable up to the maximum amounts shown below:

Breakfast up to £6.35. This allowance is only payable when the Member’s work or journey to the work or training commences before 7am
Lunch up to £8.60. This allowance is only payable when the location of the work or training makes it impractical for the Member to return to their normal place of work for lunch.
Evening meal up to £10.84. This allowance is payable where the Member’s work or journey home from the work or training continues beyond 7pm.

Conferences

For attendance at conferences, the reasonable out of pocket expenses which are actually incurred will be reimbursed. You should seek further clarification on which expenses will or will not be reimbursed from Democratic Services before attending a conference.

Notes: Subsistence allowances are not payable if meals are provided to the Member. Actual expenditure will be re-imbursed subject to this not exceeding the maximum amounts. Reimbursement of expenditure cannot be made in cases where an original receipt is not produced.

Travelling Allowances

Travelling expenses incurred by Members in the performance of their official duties will be reimbursed.

Travel by Car

Mileage allowances, as agreed nationally by the National Joint Council for Local Government Services, will be paid to Members, subject to the conditions below:

The Member must submit their claim using the electronic claim system with full details of the journey undertaken, the system will calculate the shortest journey route and must be authorised by Democratic Services
The Member must have a current driving licence, a valid MOT certificate (where applicable) and have checked they have the required business motor insurance in place for their Council work.

If more than one Member is travelling to or from the same location then they should travel in the same car.

If journeys are 60 miles or over (round-trip) and Members choose to use their car rather than public transport they will only be re-imbursed the cost of a second class rail fare, unless:

an early start/late finish would necessitate an overnight stay if public transport was used;
more than one Member is travelling in the same car, thereby saving a second rail fare;
heavy/bulky items need to be transported;
there are special circumstances that have been agreed in advance with the Chief Officer.

In special circumstances, with prior approval, a Member who is not able to drive and needs to be picked up or dropped off for meetings by family or friends could claim for a double journey.

The rates are:

451 – 999cc	1000 – 1199cc	1200 – 1450cc	Electric(4)
46.9p	52.2p	65p	45p

(4) - As agreed by the Independent Remuneration Panel on 28.1.25

Travel by Public Transport

The maximum amounts which will be reimbursed are:

Second class rail fare or bus fare
Taxi fares (where it is not possible or practicable to start or finish the journey by public transport).
Other fares will be paid at standard rates, for other suitable modes of public transport, e.g. London underground, trams.

Hotel Accommodation

If a Member requires overnight accommodation this will normally be booked in advance and paid for direct. In these cases the Member will be required to pay for any personal expenditure when checking out.

Any arrangements which differ from the above should be agreed in advance.