Procedure for requesting and booking travel arrangements on official business

Transcription

1 NIPEC/18/32 (replacing NIPEC/17/11) NORTHERN IRELAND PRACTICE AND EDUCATION COUNCIL FOR NURSING AND MIDWIFERY Procedure for requesting and booking travel arrangements on official business October 2018 Review date: September 2021 Centre House 79 Chichester Street BELFAST BT1 4JE Tel:

2 1.0 Introduction This procedure is to cover travel arrangements for official business for both requesting and subsequently booking the arrangements when approval has been granted. If an individual is on the HSC, HRPTS system and is seeking approval to attend a training course which involves travel etc then the template (New Training Request Form) should be completed within the HRPTS system. The template is located under Employee Self Services / Appraisals, Learning & Development / Learning Portal / New Training Request. Official business travel within this procedure is taken to cover the making of arrangements for the following, as appropriate: hotel accommodation, flights, train and taxi service. The Purchasing and Logistics Service (PALS) has a contract with Selective Travel Management (STM) on behalf of the HPSS and Agencies, including NIPEC and this organisation is to be used for making the travel arrangements with the exception of taxi services. A separate regional contract has been negotiated via PALS for the booking of taxi services. This is to be arranged via J & K Coaches Ltd in the first incident as the NIPEC contract named first provider or Value Cabs if J & K Coaches Ltd is unable to meet the request. Through a Service Budget Agreement (SBA) with NIPEC, the Business Services Organisation (BSO) Finance Department will continue to manage the financial aspects of travel bookings, e.g. payment of invoices. All administrative tasks will be carried out and managed by NIPEC staff. As such, all travel arrangements for NIPEC officers/staff and Council members should be booked, prior to travel taking place, by the authorised bookers, who are: Deirdre Meleady Lorraine Andrews Muriel Lockhart Marian McGahan Linda Woods 2.0 Guidelines issued by the DoH in regard to the requirements relating to staff travel Authorisation Chief Executives should ensure that staff travel is approved at an appropriate level with travel outside of Ireland or Britain approved at Chief Executive level or above. Whilst an ALB Chair will provide oversight of travel arrangements there is a requirement that the DoH Permanent Secretary considers for approval any proposals for travel outside Ireland or Britain by an ALB Chief Executive. 2

3 Justification All travel must: be fully justified in terms of making an important contribution to the business needs of the ALB; represent value for money, taking account also of the cost of time spent away from the office, and not give grounds for public criticism Alternative Arrangements When considering a case for overseas travel, staff will be asked to consider alternative arrangements such as conference/video calling. If alternatives are not available or suitable the number of representatives attending an event should be limited to avoid, as far as possible, situations arising where different business areas/albs each send representatives to the same event. Fares The most economic method of travel should be selected which will allow the member of staff to carry out official business and to spend as short a period as practicable away from their headquarters. There is a strong presumption against first or business call travel, and only in very exceptional circumstances, and where there is a clear business need, can such classes of travel be approved. A supporting business case may be required to justify the specific request. Accommodation Where possible, travel (particularly within Ireland and Britain) should be booked for the day of the meeting/conference with an overnight stay only if absolutely necessary to avoid unreasonable travel times and costs. Frequency Unless there are exceptional circumstances, no member of staff should travel outside of Ireland or Britain more than five times in a calendar year without specific approval. The above is drawn to the attention of any member of staff who may have reason to travel on official business 3.0 Request for accommodation, flights and train on official business As a public sector body it is important to provide assurance that public money and other resources are used properly and efficiently and that expenditure is reasonable and defensible. There is therefore the need for effective and proportionate controls on expenditure on staff travel. In order for NIPEC to have an audit trail for travel requests and approval the proforma in Appendix A should be completed when seeking authorisation for any travel, accommodation and associated costs by either a NIPEC member of staff or Council member. 3

4 For travel outside of Ireland or Britain by either the Chief Executive or a staff member who will exceed more than 5 times travel overseas in a calendar year, then the approval form for overseas travel in Appendix B should be duly completed. Requests for travel arrangements will be considered on the basis of information provided by staff and Council members. Interpretation of most economic method of travel by the officer approving any requests will take into account issues relating to the individual s needs relating to their disability and in discussion with the individual concerned. Similarly, the need for accessible accommodation for those with a disability will be considered on an individual basis and in discussion with the individual concerned. 4.0 Request for taxi services on official business Guidelines for the hiring of taxis whilst performing NIPEC official business There may be occasions when the use of a private vehicle for a business journey is not the most cost effective in financial terms, the use of public transport is either not available or impractical or there are issues surrounding personal safety etc and therefore the services of a taxi is required. In circumstances where costs are involved then the use of a taxi for official business is permitted subject to the cost comparison template being completed the outcome of which justifies the hire on financial grounds. The template should on all occasions be completed by the person requesting the hiring of the taxi and signed off by the Head of Corporate Services or in their absence the Corporate Services Manager before any taxi service is booked. Cost Comparison Template The blank template attached in Appendix C is to be completed as shown below: Rationale for use of a Taxi: most cost effective in financial terms ( see below for details) the use of public transport is either not available or impractical issues surrounding personal safety working time directives /work life balance (Tick appropriate Boxes) Details of why the taxi is required: (e.g. to travel to the airport to attend a workshop in London, time constraints etc.) Return cost of mileage if private vehicle used mileages X rate = xx Other associated expenses: Car Parking costs if private vehicle used Any other associated costs (details) Rate X length of stay = xx xx 4

5 Total Cost (A) xx Estimated cost of return Taxi fare (B) xx Variance (A minus B) x Notification A copy of the above template, duly completed and signed, to be sent to the Head of Corporate Services or Corporate Services Manager before any taxi service is booked. The Head of Corporate Services will retain a copy to be used when certificating the monthly taxi invoice for payment. 5.0 Booking Procedures Hotel Accommodation, Flights and Train Initial enquiries regarding travel arrangements should be ed by the authorised booker to STM at the dedicated address agencies@selective travel.co.uk or by ringing (028) see Appendix D for contact information. A range of options will be forwarded by for consideration. In agreeing travel arrangements, NIPEC staff should refer to guidance and agreed expenditure limits set out in Appendix F for overnight accommodation. Once travel arrangements, including funding for same, have been agreed by the Head of Corporate Services and line manager, a booking form should be completed and signed by the requesting NIPEC officer or Council member concerned and approved by the Head of Corporate Services or deputy. A copy of the booking form can be found on NIPEC s server under ADM/Policies/Current/Finance (ADM/16/02/01). NB the passenger name on the booking form must be exactly as it appears on their passport or ID used for travel. The relevant authorised booker within the NIPEC administrative team should the completed and authorised booking form to STM at the dedicated address. A confirmation will be forwarded by STM. Travel arrangements should not be confirmed with STM until the booking form has been fully completed and signed by the relevant NIPEC officer or Council member and approved by the Head of Corporate Services or, where appropriate, by the Chief Executive. Any additional expenditure incurred by NIPEC staff should be processed in the normal way via the HRPTS system. STM will make all necessary bookings and forward tickets and confirmation of these to the authorised booker. Copies of all booking forms, confirmation s from STM and travel itineraries relating to each booking should be saved on the server within the relevant folder under ADM/01/20. 5

6 Invoicing of NIPEC will occur after each booking. Invoices will be received by the Corporate Services Officer via the Finance Process Manager (FPM), who will check and verify the invoice, before approving for payment. Queries / complaints: STM operate a 24-hour service. All routine queries should be directed in the first instance to the STM officer who made the booking on behalf of NIPEC. In the event that the arrangements made by the STM are not timely, or inappropriate for the NIPEC officer s or Council member s needs, then the Contract Monitoring Form should be completed and forwarded to the Corporate Services Manager for appropriate action. In the event of a problem occurring outside normal working hours, the NIPEC officer or Council member concerned should contact STM s Out-of-Hours service on Taxi Services To book a taxi this is to be arranged via J & K Coaches Ltd in the first instance as the NIPEC contract named first provider. If J & K Coaches Ltd is unable to meet the request then Value Cabs may be contacted as the second option. See Appendix E for taxi services contact information. A blank template of the NIPEC taxi request form is attached in Appendix C. 6

7 Appendix A Request for Travel and Accommodation on Official Business NB This proforma may also be used for attendance at conferences/workshops, etc. Name Position Please provide details and verification Justification What is the business or education/training need-(please also provide details of links to Corporate and Business Plan objectives)? Does this demonstrate represent value for money? Is there justification for the time spent away from work? Could this give grounds for public criticism? Alternative Arrangements Have you considered alternative arrangements such as conference/video calling? NB If alternatives are not available or suitable the number of representatives attending an event should be limited to avoid, as far as possible, situations arising where different business areas/albs each send representatives to the same event. Fares Has the most economic method of travel been selected which will allow you to carry out official business and to spend as short a period as practicable away from headquarters? (Supporting evidence should be NB: There is a strong presumption against first or business call travel, and only in very exceptional circumstances, and where there is a clear business need, can such classes of travel be approved. A supporting business case may be required to justify the specific request. 7

8 Accommodation Is it possible to travel (particularly within Ireland and Britain) for the day of the meeting/conference? Is an overnight stay absolutely necessary to avoid unreasonable travel times and costs? Signature of applicant Approver Signatures and dates: Line Manager (for all staff): Head of Corporate Services (for all expenditure): CE (as line manager and for all International Travel): (For CE and all International Travel): NB: The DoH Permanent Secretary will need to consider for approval any proposals for travel outside Ireland or Britain by ALB Chief Executives. Unless there are exceptional circumstances, no member of staff should travel outside of Ireland or Britain more than five times in a calendar year without specific Ministerial approval to be sought through the Permanent Secretary and HSC Chief Executive. 8

9 Appendix B OVERSEAS TRAVEL APPROVAL FORM TO BE COMPLETED FOR OVERSEAS TRAVEL BY CHIEF EXECUTIVES CONTACT DETAILS Name: Job Title: HSC Organisation / Department Address: Phone Number: Destination of travel: Dates From-To: No of people in party and justification business need: Purpose of travel: Benefits to Organisation and/or HSC: 9

10 Other options considered and reasons for their rejection: e.g. Tele-conference, video conference, correspondence Fare Type: First Class Business Economy Please attach a business case to support First Class/Business travel Accommodation: Number of nights required: Estimated cost of trip: Travel Fare... Hotels... Subsistence... Conference Fees... Other... Total... Has business case been prepared and attached? Y/N (Delete as appropriate) Chief Executive signature and date: I confirm that these travel arrangements are in line with policy and represent Value For Money: Name: DoH Accounting Officer signature and date: I authorise/decline the travel arrangements (delete as appropriate) Name: 10

11 OVERSEAS TRAVEL APPROVAL FORM TO BE COMPLETED WHERE THE TRAVEL OVERSEAS PROPOSED BY STAFF MEMBER WILL EXCEED MORE THAN 5 TIMES IN A CALENDAR YEAR CONTACT DETAILS Name: Job Title : HSC Organisation / Department: Address: Phone Number: Destination of travel: Dates From-To: No of people in party and justification: Purpose of travel: Benefits to Organisation and/or HSC: 11

12 Other options considered and reasons for their rejection: eg Tele-conference, video conference, correspondence Fare Type: First Class Business Economy Please attach a business case to support First Class/Business travel Accommodation: Number of nights required: Estimated cost of trip: Travel Fare... Hotels... Subsistence... Conference Fees... Other... Total... Has business case been prepared and attached? Y/N (Delete as appropriate) List details of foreign travel taken in the previous 12 months (including this one 1 ) with details including business need: (Expand as appropriate) 1 Any more than 5 instances of overseas travel within a 12 month period will require ministerial approval 12

13 Traveller s signature and date: Name: Grade Chief Executive s signature and date: I authorise/decline the travel arrangements (delete as appropriate) Name: Minister s signature and date: I authorise/decline the travel arrangements (delete as appropriate) Name: 13

14 Appendix C Cost Comparison Template when the hiring of a taxi is required for official business Rationale for use of a Taxi: most cost effective in financial terms ( see below for details) the use of public transport is either not available or impractical issues surrounding personal safety working time directives /work life balance (Tick appropriate Boxes) Details of why the taxi is required: Return cost of mileage if private vehicle used for the journey Other associated expenses: Car Parking costs if private vehicle used Any other associated costs (details) Total Cost (A) Estimated cost of return Taxi fare (B) Variance (A minus B) Signed: Dated: Approved: Dated: 14

15 Appendix D SELECTIVE TRAVEL MANAGEMENT CONTACT INFORMATION Murray s Exchange, Lower Ground Floor, 1 Linfield Road, Belfast, BT12 5DR CONTACT DETAILS FOR NIPEC Dedicated Line: (028) Account Manager: agencies@selective-travel.co.uk Lesley Joss (028) / lesleyj@selective-travel.co.uk Account Management Team Account Manager: Managing Director: David Fingland (028) / david@selective-travel.co.uk Keith Graham keith@selective-travel.co.uk Accounts Department: (028) accounts@selective-travel.co.uk Offices open Monday to Friday, 9.00 to 5.00pm Out-of-Hours Contact Number

16 Appendix E Taxi Services contact information (1) J & K COACHES J&K Coaches 4, Coltrim Road Moneymore Co Londonderry BT45 7QG Telephone number to book a taxi is (028) (2) VALUE CABS NIPEC Account Number: NIP01 Telephone number to book a taxi is (028)

17 Appendix F Guidance and agreed expenditure limits The following guidance and expenditure limits have been agreed with the NIPEC Senior Team. Overnight accommodation Inside London per night Outside London per night Authorisation and approval for expenditure outside of these limits should be sought from the Chief Executive and/or Chair prior to the booking being confirmed with STM. 17