Travel, Bookings & Expense Claims Policy & Procedure

Transcription

1 SH HR 35 Travel, Bookings & Expense Claims Policy & Procedure Summary: Keywords: The purpose of this document is to ensure that all Trust staff and managers are aware of their responsibilities regarding business travel, bookings and claiming of travel expenses and other forms of subsistence. Travel expenses, travel bookings, claims, reimbursements, subsistence, business mileage, business travel, eligible mileage, vehicle authorisation form, standard rate, reserve rate. Target Audience: Next Review Date: Approved & Ratified by: All Southern Health NHS Foundation staff March 2022 Date issued: Staff side Policy Scrutiny Group Joint Consultative and Negotiating Committee Date of meeting: 09 March March 2018 Author: Director: Louise Jones, Senior HR Manager Director of Workforce, Organisational Development and Communications 1

2 Version Control Change Record June 2014 June 2016 July 2016 Date Author Version Section Reason for Change January 2018 Rita Hawkshaw, HR Manager- Best Practice Julia Fountain HR Team Leader (Transactional) 3 Throughout 5.8 To ensure policy remains current with regards to current travel reimbursement rates - removal of specific tables/reference to reimbursement rates relating to June 2013-June Replaced with appropriate staff intranet page and HMRC links to Agenda for Change current rates.please note: Joint Consultative and Negotiating Committee advised on of annual change to the Agenda for Change travel reimbursement rates. Section Removal of references to the Green Travel and Section Transport Policy policy has expired and is 6.1Section 10 undergoing major revisions. Appendix 1 Vehicle Registration Form removed and an intranet web link provided to an up-to-date and more user-friendly version. 4 Section 2.1 Explicitly referencing TQtwentyone in the scope this was not clearly defined. Section Referenced actual drivers documents required this was not included in the previous version. throughout Addition of references to the e-pay the new system introduced for minority staff groups not able to use the e-rostering system. Updates to timescales for Section 4.4. Section 6.3. Section Section 6.3. Section 4.3. Section 6.1. Section Section Section 5.7. Section 6.5. Section 5.5. approval have also been included. e-rostering Claims Deadline Updated claims submission deadline updated to 8 th of each month in line with new rostering processes. Specifying that only one method of claiming should be used numerous overpayments have occurred through dual claiming. Specific request that managers check documents on the anniversary of expiry/renewal the previous version required only an annual check. New Section Specific reference made to Medical & Dental Terms and Conditions about the continued use of the Triangulation Method. Tax specifying that all claims will be taxed in line with HMRC requirements and that all non-receipted claims (non-mileage) will be taxed. Attendance at Training Courses specifying that a manager must agree a different rate of reimbursement if the standard rate is not applied in line with section 5.1. Section 5.6. Out of Pocket Expenses example offered. Louise Jones 4 Throughout Inclusion of central booking system and change to policy title. Throughout Updated references to sustainable development. Louise Jones Clarification about validation of non UK licences and reminder to maintain a record. 2

3 Reviewers/contributors Name Position Version Reviewed & Date Human Resources Team, Staff Side, Joint Version 2, July 2013 Consultative and Negotiating Committee (JCNC), and Local Counter Fraud Specialists Human Resources Version 3, June 2014 Julia Fountain HR Team Leader (Transactional HR) Version 4, January 2016 Sandra Walter Deputy Staff Side Chair (RCN) Version 4 April 2016 Louise Jones Senior HR Manager Version 4 April 2016 Heather Bremble Procurement Systems Manager Version 4 July 2016 Louise Sawyer Environmental Sustainability Manager Version 4 July 2016 Non Pay group members Version 4 July 2016 Arron Shelton, RCN; Helen Sanders, UNISON Staff Side Scrutiny group members Version 5 March

4 Quick Reference Guide For quick reference, this page summarises the content of this policy. This does not negate the need to be aware of and to follow the further detail provided in this policy. Business travel is any travel undertaken by staff in the course of work duties. Line managers who authorise travel and subsistence claims must: Check the relevant driver and vehicle documents, specifically Driver Licence information check, MOT Test Certificate, Road Tax and Certificate of Motor Insurance prior to a member of staff s first travel expense claim entry and on an annual basis thereafter. Ensure that any claims submitted for travel expenses are justified with appropriate receipts. Staff must ensure, where they use a private vehicle for Trust business, that:- They have a current/valid driving licence with business cover insurance, an up-to-date MOT certificate (where required) and valid road tax. They are fit to drive; their vehicle is safe to drive, is serviced according to the manufacturer s specifications and is not used inappropriately they drive safely and that they obey the relevant UK road traffic laws (e.g. speed limits) claim only for necessary expenses incurred during the course of their duties within 3 months Out of pocket expenses for travel bookings should be reduced by utilising the Trusts central travel management service portal provided by Clarity. Details of how to access are available on the intranet travel bookings 4

5 Contents Section Title Page 1. Introduction 6 2. Who does this policy apply to? 6 3. Definitions 6 4. Duties and responsibilities 7 5. General principles 8 6. Procedure for booking travel and subsistence Procedure for Claiming Expenses Tax Free Amounts Monitoring compliance Policy review Associated trust documents Supporting references 15 Appendix 1 Training needs analysis 16 Appendix 2 Equality Impact Assessment Tool 17 5

6 Travel, Bookings & Expense Claims Policy & Procedure 1.0 Introduction 1.1 Southern Health NHS Foundation Trust (the Trust ) has a duty to ensure the economic and effective use of funds, whilst also ensuring the delivery of a high quality, safe and sustainable service. This applies to the booking and reimbursement of travel. 1.2 In addition, when preparing to travel, as well as considering costs, staff should consider the need to minimise negative environmental and social impacts of travel consistent with the Trust s Sustainable Travel policy and Sustainable Development Strategy ( ). 1.3 The purpose of this document is to ensure that all Trust staff and managers are aware of their responsibilities regarding business travel and claiming of travel expenses and other forms of subsistence. 1.4 The policy is in accordance with the Agenda for Change Terms and Conditions of Service Handbook (see Sections 17 and 18 and Annexes L, M and N) and Terms and Conditions of service for Medical and Dental staff (including Consultants, Doctors in Training, SAS and Salaried GP s). 2.0 Who does this policy apply to? This Policy and Procedure will apply to all staff directly employed by the Trust. Where anyone is claiming travel through their work or service arrangements with the Trust this policy will also apply to them e.g. trainees, secondees and staff on honorary contracts or on joint contracts with the Trust and another employer. 3.0 Definitions 3.1 Epay Electronic pay system supplied by Shared Business Services (SBS) Payroll Service as part of the overall payroll contract and has a two way electronic interface with Electronic Staff Record (ESR) to pay staff. 3.2 Eroster Electronic rostering system supplied by Allocate Software, interfaces electronically with Electronic Staff Record (ESR) to pay staff. 3.3 Electronic Staff Record (ESR) The HR and payroll system that holds staff information and allows payroll to generate salary payments. 3.4 Business Travel Any travel undertaken in the course of work duties for staff. 6

7 4.0 Duties and responsibilities 4.1 Line Managers 4.2 Staff Managers must ensure that individuals are aware of this Policy and Procedure and that they adhere to this when preparing to travel and when booking or claiming travel costs. Specifically, the line manager who authorises travel and subsistence claims, also referred to as the authorising manager, must: Check the relevant driver and vehicle documents, specifically GOV.UK 1 for Driver Licence information check (visual check is no longer acceptable), MOT Test Certificate, Road Tax and Certificate of Motor Insurance (appropriate for business use and job role) prior to a member of staff s first travel expense claim entry and on an annual basis thereafter if the member of staff continues to claim for Travel Expenses (also see Sections 4.2); The GOV.UK license checker will only check UK driver licenses. A print or screen shot of the check should be retained as evidence of the check. If a staff member has an EU or non EU license the manager is advised to phone the DVLA on to check if it is valid. Ensure that any claims submitted for travel expenses are justified and that they authorise these in accordance with the criteria set out in this policy and/or national guidance. Managers must make checks on each claim to confirm that the journeys were necessary and were made on Trust business that any receipts are provided or are uploaded; the manager must also check that they relate to the claim and that mileage is reasonable. If managers knowingly authorise false claims, this may be investigated in accordance with the Trust s Workforce Investigation and/or Counter Fraud Policies, and may result in disciplinary action. Staff must familiarise themselves with this Policy and Procedure and adhere to it when preparing to travel and when claiming travel costs; They must ensure, where they use a private vehicle for Trust business, that:- They have a current/valid; driving licence, business cover insurance for the type of vehicle they are using, an up-to-date MOT certificate (where required) and road tax. Travel claims can only be processed when a copy of valid in date documentation has been supplied. If current/valid evidence of documentation is not available claims will not be not paid. They are fit to drive; their vehicle is safe to drive, is serviced according to the manufacturer s specifications and is not used inappropriately (e.g. unsecured load carrying, or hazardous off-road access); they drive safely and that they obey the relevant UK road traffic laws (e.g. speed limits); claim only for necessary expenses incurred during the course of their duties; claim for expenses using one method only; complete an electronic claim in accordance with this Policy and Procedure and provide accurate, comprehensive details and reasons for journeys/expenses;

8 ensure that all claims are submitted to their authorising manager as soon as possible after expenditure is incurred within 90 days via e-pay; or within 3 months via e- Expenses/e-Roster Claims older than 3 months will not be approved for payment following any method of submission Serious breaches such as losing or not holding a valid licence, not holding appropriate insurance and not declaring new penalty points (endorsements) or knowingly submitting false claims, will be investigated in accordance with the Trust s Workforce Investigation and/or Counter Fraud Policies, and may result in disciplinary action. 4.3 Human Resources The Director for People and Communications has delegated responsibility from the Board to ensure this Policy and associated Procedure is properly implemented and monitored. The Human Resources Team has a responsibility to ensure that the Policy and Procedure is followed, fairly and consistently. Their duties will include ensuring that the Policy and Procedure are maintained and updated in line with any organisational or legislative changes. 5.0 General Principles 5.1 Once the most appropriate form of travel has been determined based on advice and guidance in the Sustainable Travel Policy, the Trust will facilitate booking or reimbursement of all reasonable expenses necessarily incurred during the course of normal business travel. 5.2 Business travel is considered to be all travel undertaken during the course of the working day but excluding normal home to office/work base commuting (see Section Eligible mileage). There are some exceptions to this for certain medical staff groups see section 5.11). 5.3 When preparing to travel by car, staff should use the shortest route practicable and claim for this accordingly. However, if the shortest route is likely to impact on the clinical time with service users (e.g. if the route is likely to encounter heavy traffic, road works, road traffic accidents etc.), then the quickest route should be used and claimed if the authorising manager is agreement. An advisory note of the mileage claim should be added to explain why the shortest route was note claimed and normal parameters exceeded. 5.4 Staff and managers should consider all options, prior to making any travel arrangements (e.g. teleconferencing, use of pool cars and hire cars etc.) in line with the Trust s sustainable travel policy. If a particular journey is not usual, in terms of distance or purpose the mode of travel should be agreed in advance between the line manager and the member of staff. 5.5 It is a mandatory requirement, for all new claimants to provide vehicle details and provide a copy of the relevant driver and vehicle documents (as set out in 4.2) to their manager prior to their first travel claim entry and then annually. Those staff using Employee Online and epay will be required to input vehicle details directly in to these systems. Any staff not using Employee On line or epay will be required to complete a Vehicle User Authorisation From (available from the intranet). Failure to input in to Employee Online, epay or complete the form and provide a copy of the relevant documents to their manager, as required, will delay the processing of any travel claims. (See Section 5.7 for further details on this process). 8

9 5.6 Paper claims must only be submitted if there is no electronic alternative and if discussed with HR Team Leader or Manager. Claim Type e-expense Claim (claimed through employee online) epay Claim (claimed through epay) Deadline Date 8 th of each month 10 th of each month by 6pm Please note, the submission date for claims at certain times of the year may be earlier for all submission methods (e.g. December, public holidays etc.). The early submission date will be communicated via the Staff Bulletin. 5.7 Any expenses not claimed within a three (3) month (or 90 days in e-pay) period will not be reimbursed, although consideration will be given where delays have been caused by exceptional circumstances e.g. long term sick leave. 5.8 Staff are reminded that deliberate falsification or attempted falsification of travelling and subsistence expense claims will be reported to the Trust s Local Counter Fraud Team for investigation which may lead to prosecution and or civil recovery of monies owed. Further action may also be taken under the Trusts Disciplinary Policy and Procedure. 5.9 Rates of reimbursements for staff who use their own vehicles Staff who use their own vehicles to make journeys in the performance of their duties will be reimbursed their travel costs at the appropriate rate for their terms & condition of service, published as follows: Agenda for Change Terms & Conditions AfC pay circulars Medical & Dental Medical and Dental Pay Circulars Other Locally Agreed Terms & Conditions (available on request from HR) Mental Health Act Administrators (available on request from HR). The reimbursement rates for lease cars are set separately from private vehicles and are agreed by the Strategic Workforce Committee (please note this was previously agreed by the Remuneration Committee) Eligible mileage Staff on Agenda for Change or TQ Terms & Conditions will be reimbursed for miles travelled in the performance of their duties which are in excess of the home to agreed work base return journey. Normally, the miles eligible for reimbursement are those travelled from the agreed work base and back. However, when the journey being reimbursed starts at a location other than the agreed work base, for example home, the mileage eligible for reimbursement will be as set out in the example in Table 1. For medical and dental employees there may be specific exceptions for home to base mileage which is referenced in schedule 21 of their applicable Terms and Conditions of Service. Where consultants are required to have their car available for business travel they may claim their home to base mileage to a maximum of 10 miles (20 miles return). In accordance with schedule 21, para 9. Under the liability to make emergency visits or undertake regular onward journeys Consultants will need to determine through local job planning if their role falls into the category of being required to have their vehicle available at their principle place of work (delete at all times), which will be reviewed annually. 9

10 Table 1: Eligible mileage Eligible mileage illustrative example In this example the distance from the member of staff s home to the agreed base is 15 miles Journey (outward) Distance Eligible miles Home to base 15 miles None Home to first call Less than 15 miles None Home to first call More than 15 miles Eligible mileage starts from home, less 15 miles Journey (return) Last call to base Eligible mileage ends at base Last call to home Less than 15 miles None Last call to home More than 15 miles Eligible mileage starts 15 miles from home Staff members who are bound by the Medical & Dental Terms and Conditions should continue to use the Triangulation Method to calculate their eligible mileage Passenger rate With the exception of lease, pool or hire vehicle users, where other staff or members of an NHS organisation are conveyed in the same vehicle on NHS business and their fares would otherwise be payable by the employer, a passenger allowance will be payable to the vehicle driver. The passenger allowance will be paid at the relevant terms and conditions rate as per Agenda for Change /or Medical and Dental Terms & Conditions Agenda for Change - Reserve rate / Medical & Dental Public Transport Rate A reserve rate / public transport rate of reimbursement will apply to members of staff using their own vehicles for business purposes in the following situations: If a staff member unreasonably declines the Trust s offer of a lease or pool/ hire vehicle. When staff are required to return to work or work overtime (in line with Agenda for Change Terms and Conditions, Section 3 Overtime Payments) on any day, and incur additional travel to work expenses on that day. This provision will apply if the member of staff chooses to be paid for the extra hours or takes time off in lieu and will be taxed in line with HMRC requirements; If there was a compulsory change of base (either permanent or temporary), that resulted in extra daily travelling expenses. (see section 5.14) If a member of staff chooses to use their own vehicle when suitable public transport is available and appropriate to the circumstances. (see section 5.4) 5.13 Claim for excess mileage due to a change of work base at the request of the Trust Staff who are required to move base at the request of the Trust, either on a temporary or permanent basis, will be eligible to claim for any extra mileage expenses incurred as a result of the change. The rate of reimbursement will be at the reserve rate or public transport rate in line with the appropriate terms and conditions. For further information please see the Trusts Organisational Change Policy & Procedure. If a member of staff uses their own vehicle when suitable public transport is available and appropriate in the 10

11 circumstances, they will only be eligible to claim for the public transport cost (see section 5.4, 5.13) and the rules on eligible miles in section 5.11 and Table A claim for excess mileage may be made alongside a claim for Business Mileage wherever appropriate. Lease car users are also eligible to claim for this, but reference should be made to guidance from the HMRC as this would be classed as a dual staff benefit and will be taxed accordingly, and not always financially beneficial Attendance on training courses Additional travel costs incurred when attending courses, conferences or events at the Trust s instigation will be reimbursed at the standard rates for business travel (see Section 5.4, 5.9). Subject to the prior agreement of the managers, travel costs incurred when staff attend training courses or conferences and events, in circumstances when the attendance is not instigated by the Trust but is related to the staff s work/role, will be reimbursed at the reserve rate (see Section 5.13), unless the manager has agreed reimbursement at the standard rate outlined in section 5.9. Study leave expenses for Consultants and SAS Doctors will be paid in accordance with the Trust s Study Leave Guidance for Consultants and SAS Doctors. For Doctors in Training, please refer to Health Education Wessex Study Leave Guidance ( procedures.aspx) Other allowances Staff who incur charges in the performance of their duties, in relation to parking, tolls and ferries shall be refunded these expenses on production of receipts, whenever these are available. Charges for overnight garaging or parking, however, shall not be reimbursed unless the member of staff is entitled to night subsistence. This does not include reimbursement of parking charges incurred as a result of attendance at the member of staff s normal place of work. Unless a receipt is produced, the amount claimed will be taxable, with the exception of onroad parking meters Receipts As part of being able to claim for additional expenditure incurred as the result of work, staff may claim back costs on the provision of receipts. Line Managers must ensure they retain the original receipts in line with guidance issued by HMRC (3 years) if receipts are not available the payments to staff become taxable: Methods for retaining receipts are: 1. Upload the receipts wherever possible to allow your manager to view them (available in e-pay and e-expenses). These receipts will remain on the claim should an HMRC Audit be carried out. If the attachment is too large, please copy the receipt for your own records and provide the original to your manager upon submission of your claim. Please note that should you choose this option, your expense claim will not be paid until the original receipt is obtained by your approving manager. 2. Copy the receipt for your own records and provide the original to your manager upon submission of your claim. Please note that your expense claim will not be paid until the original receipt is obtained by your approving manager. Receipts should be held locally in line with the Trust s data retention policy. 11

12 5.18 Transporting equipment Staff who use their vehicles in the performance of their duties may be required to take equipment with them. The Trust has a duty of care under the Health and Safety at Work Act 1974 and related legislation, to ensure that this does not cause a risk to the health and safety of staff. Staff should not carry equipment which is heavy or bulky, unless a risk assessment has been carried out beforehand. When, after the necessary assessment has demonstrated it is safe to carry equipment, a carrying heavy or bulky equipment allowance can be claimed for the eligible business miles provided that either: the equipment exceeds a weight which could reasonably be carried by hand the equipment cannot be carried in the boot of the vehicle and is so bulky as to reduce the seating capacity of the vehicle The carrying heavy or bulky equipment allowance will be at the appropriate Agenda for Change /Medical & Dental rate as shown on the Mileage, travel and expense claims staff intranet page Pedal cyclists Staff who use pedal cycles to make journeys in the performance of their duties will be reimbursed for eligible miles as updated on the Trust s intranet in line with relevant national terms and conditions of service Public transport If a member of staff uses public transport for business purposes, this should be booked using the central booking portal to avoid the need for staff to incur the expenditure and ensure best value and adherence to national terms and conditions. Where this is not possible the cost of bus fares and standard rail fares can be reimbursed. Staff should always book advanced, off-peak or season tickets where it is practical to do so. For reimbursement receipts must be obtained and the guidance in Section 5.4 and 5.11 followed. Where there is a compulsory change of base, either permanent or temporary, resulting in extra public transport costs for the member of staff, these extra costs will be reimbursed (see the Trust s Organisational Change Policy and Procedure for further information). 6.0 PROCEDURE FOR BOOKING TRAVEL AND ASSOCIATED SUBSISTENCE. The following travel arrangements should normally be booked in advance through the central travel management service portal provided by Clarity to ensure best value. Rail fares Air fares Taxis Hotels The portal will be set up with limits in line with national subsistence rates, with an exception for hotel accommodation rates which will be locally determined according to market evaluation. Full details of how to book using the portal is available on line travel bookings. 12

13 7.0 PROCEDURE FOR CLAIMING EXPENSES It is a mandatory requirement for all new claimants for mileage expenses using employee online to have completed and submitted to Human Resources a Vehicle User Authorisation Form (which can be downloaded from the Mileage, travel and expense claims staff intranet page), countersigned by their manager and accompanied by the relevant documents, prior to incurring/submitting any claims. Those staff using epay do not need to complete this form because their vehicle details will be held within epay. The staff member must then make the relevant documents available to their manager on an annual basis on the anniversary of the documents expiry and subsequent renewal and/or when there has been a change in status (also see Section 4.1 and 4.2.1). Managers whose team use the electronic claim forms, (epay and E-expenses) should also receive an electronic annual reminder to check the relevant driver/vehicle documents. Rules in place on the e-rostering and epay system will mean that claims cannot be submitted where there are violations to the rules outlined above. Copies of the documentation should be retained on the personal file. 7.1 Claims Any claims older than three months will not normally be approved or paid, although consideration will be given where delays have been caused by exceptional circumstances e.g. unexpected sick leave. Claims should not exceed those stated in the relevant national terms and conditions/contracts of employment. The submission dates are subject to change and will be notified in the staff bulletin in advance of the change. The Trust reserves the right not to authorise or pay a claim, which is not properly substantiated or is older than 3 months. 8.0 Tax-free amounts There are three kinds of vehicle, and the set rate depends on the kind staff use car or van, motorcycle and cycle. The set rates that apply to each type of vehicle can be found on the HM Revenue & Customs (HMRC) webpage: Claims above or below the tax-free amount If staff are paid more than the tax-free amount, the excess is taxable as income. Payroll advises HMRC of these amounts and tax is normally collected via your PAYE tax code. If staff receive a tax return, they will be responsible for including the same amount on the return. If staff are paid less than the tax-free amount, they are entitled to Mileage Allowance Relief. This means that where the Trust pays staff less than the HMRC s maximum rate per mile for business journeys (see staff will be entitled to additional tax relief for the amount that the payments fall short. 13

14 Staff can apply for tax relief through the HMRC P87 form. This form can be downloaded from An HMRC factsheet for staff on Using your own vehicle for work, and which provides further information on tax liabilities and tax relief, can be downloaded from Monitoring compliance Element to be monitored Lead Tool Frequency HR Periodic - on request Human Resources (HR) will monitor and analyse data on a periodic basis.hr will use the data to monitor the implementation of the Policy and Procedure. In addition, the data will be collated and analysed for information relating to the Trust s Sustainable Development Strategy and Sustainable Travel policy. Human Resources (HR) will provide relevant reports to the Strategic Workforce Committee (SWC), Executive Board and the Joint Consultative & Negotiating Committee (JCNC). The Local Counter Fraud Specialists will, in liaison with HR, periodically collect and monitor travel expenses, the purpose being to seek to identify any unusual trends or patterns which may be indicative of fraudulent activity. If any do appear to be unusual then this would be discussed with HR/the Director of Finance to identify any possible explanation and agree to any further sample testing or enquiries to identify whether there is a need for formal investigation. All such detection activity will be conducted in line with the appropriate procedural and criminal legislation and guidance set out in the NHS Counter Fraud and Corruption Manual. HR Periodic - on request HR & Counter Fraud Periodic - on request 10.0 Policy review The Policy and Procedure contained within these documents will be in place for four years, following approval of a review and amendments. An earlier review can take place should exceptional circumstances arise resulting from this policy; in whole or in part, being insufficient for the purpose and/or if there are legislative changes Associated trust documents Counter Fraud Policy Organisational Change Policy and Procedure Agenda for Change: NHS terms and condition of service handbook Terms and Conditions Consultants (England) Terms and Conditions of Service for Specialty Doctors England (2008). Terms and Conditions of service for Hospital Medical and Dental Staff and Doctors in Public Health Medicine and the Community Health Service (England and Wales) Terms and Conditions of Service TQTwentyone Sustainable Travel Policy 14

15 Sustainable Development Strategy ( ) 12.0 Supporting references HM Revenue & Customs are the UK s Tax Authority 15

16 Appendix 1: Training Needs Analysis If there are any training implications in your policy, please make an appointment with the LEaD department (Louise Hartland, Quality, Governance and Compliance Manager on ) to complete the TNA before the policy goes through the Trust policy approval process. Training Programme n/a Frequency Course Length Delivery Method Facilitators Recording Attendance Directorate Service Target Audience Strategic & Operational Responsibility Adult Mental Health For all staff, no specific training. Guidance on intranet. Specialised Services MH/LD/TQ21 Learning Disabilities TQtwentyone ISD s Older Persons Mental Health ISD s Adults ISD s Childrens Services Corporate All 16

17 Appendix 2: Equality Impact Assessment The Equality Analysis is a written record that demonstrates that you have shown due regard to the need to eliminate unlawful discrimination, advance equality of opportunity and foster good relations with respect to the characteristics protected by the Equality Act Stage 1: Screening Date of assessment: 14 March 2018 Name of person completing the Louise Jones assessment: Job title: Senior HR Manager Responsible department: HR Intended equality outcomes: SHFT employees receive fair and timely recompense for travel and subsistence expenses incurred in the performance of their duties. Who was involved in the consultation of this document? Please describe the positive and any potential negative impact of the policy on service users or staff. In the case of negative impact, please indicate any measures planned to mitigate against this by completing stage 2. Supporting Information can be found be following the link: Protected Characteristic Age Disability Gender reassignment Marriage & civil partnership Pregnancy & maternity Race Religion Sex Positive impact Negative impact No identified negative impact No identified negative impact No identified negative impact No identified negative impact No identified negative impact No identified negative impact No identified negative impact No identified negative impact Sexual orientation Stage 2: Full impact assessment What is the impact? Mitigating actions Monitoring of actions 17