Councillors' remuneration, allowances and expenses: guidance

ANNEX E: MEMBER'S TRAVEL & SUBSISTENCE EXPENSES CLAIM FORM

NOTES OF GUIDANCE FOR COMPLETION OF CLAIM FORM

The claim form has been devised to take account of the requirements for publishing information in a standard format about Councillors' claims. This form will also provide the necessary documentation for HM Revenue and Customs and Internal and External Audit.

To assist in completion of the form your attention is drawn to the following points:

1. DATE

Please insert date for which expense item is claimed.

2. TIMES OF DEPARTURE/ARRIVAL

Departure/Arrival Times should be entered for verification of amounts claimed for subsistence where claims relate to overnight subsistence or meal costs, but not where claims relate only to travel.

3. DETAILED DESCRIPTION OF APPROVED DUTY

Clearly indicate which meeting you have attended or the relevant detail of the approved duty undertaken. Approved duties should indicate - council meetings, duties in connection with Council functions, conferences/seminars etc. nominee to other bodies, group meetings, duties undertaken by chair or vice chair or other senior councillors, members surgeries, constituency/committee work and meetings with named officers.

4. EXPENSE ITEMS/JOURNEY DETAILS

As meetings and approved duties are held at various locations, it is essential for the calculation of mileage that all locations visited are entered onto the claim form.

5. PASSENGER MILES

This calculation should be entered by calculating the number of miles travelled multiplied by the number of passengers e.g. 2 passengers times 30 miles = 60 passenger miles.

6. SUBSISTENCE

Subsistence relates to overnight accommodation and meals. With the exception of the allowance provide for by regulation 4(4) of the Allowances and Expenses Regulations, only receipted costs will be reimbursed to the prescribed maximum levels when council business was required to be conducted outwith a Councillor's own ward, or outwith council premises, or otherwise in accordance with Schedule 2 to the Local Governance (Scotland) Act 2004 (Allowances and Expenses) Regulations 2007 ( SSI 2007/108 as amended).

6A. ACCOMMODATION DETAILS

This column relates to claims for overnight accommodation with friends and family. These must include the address of the accommodation and the name(s) of the friends or family with whom you stayed.

7. OTHER TRAVEL EXPENSES

This column should be used to record claims for public transport, taxi and air fares and any other allowable travel expenses for which a receipt is available.

8. OTHER EXPENSES

This column should be used for reimbursement of other receipted allowable expenditure.

CLAIM FORM FOR ALLOWANCES AND EXPENSES