Travel Expenses - Plymouth Hospitals

Item 7
Plymouth Hospitals NHS Trust
Report to: ‘Council of Governors’ meeting – 4 December 2009
Report of:
Subject:
Kirsty Wavish, FT Assistant Board Secretary
Travel Expenses for ‘governors’
Date: 24 November 2009
_____________
1. The purpose of this report is to brief ‘governors’ on the process for
reclaiming travel expenses incurred in connection with their ‘governor’ role
and to update them on the mileage rate that the Trust will pay for ‘governors’
travelling on ‘governor’ business in their own vehicles to and from the Trust.
2. ‘Governors’ will be able to claim 40p per mile regardless of engine
size. This figure is not subject to income tax.
3. Attached to this report is an expenses claim form covering the four
month period from 1 September to 31 December 2009. If you are planning to
attend the December Trust Board on 18 December 2009, please add this to
the expenses form as well. Public and Appointed ‘governors’ are asked to
complete this form, attach all toll and parking receipts, and forward it to the
Foundation Trust office for payment. It is a requirement that receipts are
produced to support all public transport and car parking claims. Should
you require additional copies of the form, or should you encounter any
difficulties in completing it, please email foundation.trust@phnt.swest.nhs.uk
or contact the Foundation Trust office by telephone on 01752 439096 or
439060 for guidance. Staff ‘governors’ are employees of the Trust and
therefore any travel expenses they may incur should be reclaimed using staff
expenses claim forms at the rates applicable to staff and which are subject to
income tax.
4. For ease of processing and in order to minimise costs, ‘governors’ are
requested to claim their expenses on a quarterly basis. They will be provided
with forms covering January to March 2010 at the next scheduled ‘Council of
Governors’ meeting in March.
1

Foundation Trust Office
Level 07
Derriford Hospital
Plymouth PL6 8DH
Telephone: 01752 439060 / 439096
Email: foundation.trust@phnt.swest.nhs.uk
GOVERNORS’ TRAVELLING EXPENSES CLAIM FORM
NAME:
______________________________ TYPE OF VEHICLE: ___________________________
ADDRESS: ______________________________ REGISTRATION NO. __________________________
_______________________________ MAKE & cc: ________________________________
_______________________________ PERIOD CLAIMED: 1 SEPTEMBER TO 31 DECEMBER
We will pay your personal mileage expenses on a round trip basis between your home address to the hospital
or the costs of Public Transport. This form should be completed on a quarterly basis and sent to the
Foundation Trust Office (address above). Receipts must be produced for public transport and car parking
charges.
Please complete the form overleaf and carry forward the total balances to the table below.
SUMMARY (to be completed by claimant) £ p
TOTAL MILEAGE
_____________ @ 40p
TOTAL FARES/TOLLS/PARKING CHARGES
TOTAL CLAIMED
Signature:
____________________________________
Date:
____________________________________
FOR OFFICE USE ONLY:
Approved by: ____________________________________________ Budget Cost Centre - 120623

DATE MEETING OR EVENT ATTENDED MILEAGE FARES/TOLLS/PARKIN
G CHARGES
TOTALS CARRIED FORWARD TO SUMMARY BOX
OVERLEAF Miles £