About This Policy

Introduction

It is the aim of St Stephen in Brannel Parish Council that no Member or employee will be financially disadvantaged when representing the Council. This policy sets out the Council’s rules on how employees can claim for expenses incurred in the performance of their duties for the Council. The purpose of this policy is to ensure that employees are properly reimbursed for legitimate business expenses and to ensure that these expenses are treated appropriately for tax purposes.

 

Councillor Allowances

The Local Authorities (Members’ Allowances) (England) Regulations 2003 apply to those parishes that pay members’ allowances. Currently, St Stephen in Brannel Parish Council makes no provision for allowances but does make provision for reimbursement of expenses as detailed below.

The Chairman of St Stephen in Brannel Parish Council is allocated an expenditure budget  which is agreed as part of the annual budget. These funds are administrated and held by the Parish Council.

It is the choice of individual members as to whether they claim expenses.

 

Expenses

St Stephen in Brannel Parish Council will only make reimbursement for expenses incurred when performing approved duties on behalf of, and authorised by the Clerk, Council or the relevant Committee.

If a Member occurs expenses while performing duties as a representative of an outside body, the claim should be directed to that organisation.

Members will not receive expenses for attendance at any meeting of St Stephen in Brannel Parish Council or for any duties carried out within the Parish.

All employees are entitled to claim reimbursement for reasonable out-of-pocket expenses such as travel, subsistence and other necessary costs in the course of carrying out their responsibilities and duties. Employee claims will be reimbursed in accordance with the National Joint Council (NJC) Green Book terms and nationally agreed rates.

 

Claim Procedure

  • Any claims should be submitted to the Clerk & Responsible Finance Officer (RFO) using the relevant form within 3 months of the event. Receipts should be attached as appropriate. Any claims received after this date will only be paid at the discretion of the Clerk, relevant committee or Council.
  • The Clerk & RFO will authorise any claim. Any queries will be directed to the Chairman of the Finance & Policy committee. All payments will be authorised in line with Council’s Financial Regulations.

 

Travel

  • St Stephen in Brannel Parish Council will pay travel expenses to Members and employees who travel on authorised duties using the Parish Council office (PL26 7NN) as the start/end point unless otherwise authorised.

 

  • Approved mileage expenses will be reimbursed at the nationally agreed HMRC rate.
  • Essential Car Users may also receive a lump-sum allowance in line with NJC terms. Casual Car Users will receive the agreed mileage rate only.
  • Related travel expenses such as parking will be reimbursed on production of a receipt unless a Council debit/charge card was used at the time.
  • When undertaking Council business Members and employees are required to adhere to traffic regulations. Any parking penalties or other liabilities that arise from the way the vehicle is used, particularly breaches of the Road Traffic Acts, the Traffic Management Act and Motor Vehicles (Construction and Use) Regulations are the Members or employee’s responsibility and must not be claimed as an expense to be reimbursed. This includes excess charges incurred (e.g. compound charges) by not buying such items as congestion charge tickets, car parking tickets, etc.
  • Where possible, attempts must be made to minimise expenses by sharing transportation.
  • All Members and employees will use the most economic form of travel in terms of cost and time, taking into account the different modes of travel, traffic and fares available.

 

Subsistence

Expenditure will be reimbursed for subsistence on approved duties outside the Parish (absence from usual place of residence for more than 4 hours) on production of receipts. Since NJC subsistence rates are no longer nationally published, the Council applies locally determined maximum figures set out below, subject to periodic review and adjustment in line with inflation, market comparison, and budgetary considerations.

 

  • Breakfast £15.00
  • Lunch £25.00
  • Evening meal £40.00
  • Overnight stay at B&B £100.00
  • Overnight stay at major city hotel (excl London) £150.00
  • Overnight stay at London Hotel £200.00

 

Miscellaneous Expenses

There may be some other incidental expenses incurred that are not covered by these rules such as phone calls. These should be discussed with the Clerk & RFO in the first instance.

 

[1] Adopted by Full Council on the meeting held on Wednesday 2nd September 2026 under minute number FPC167/26. Due for review in 2029.