Councillors’ Expenses Policy

Clerk: Mrs Sarah Rimell

Address: Illogan Parish Council Community Office, Trevelyan Road, Illogan, TR16 4RG

Telephone: 01209 711433

Email: enquiries@illoganparishcouncil.gov.uk

Adopted: 25.04.18
Minute Number: GR18/04/20.2

Introduction

Illogan Parish Council will reimburse Councillors for reasonable expenses wholly, necessarily, and exclusively incurred in connection with its business, subject to appropriate evidence being produced. Councillors should not be either financially advantaged or disadvantaged because of genuine Council business expenses.

Councillors are responsible for the payment of all expenses they incur.

Allowable Expenses

Illogan Parish Council will reimburse reasonable costs of amounts necessarily expended in the performance of duties. This does not include travel between home, the office and regular meeting rooms or any travel within the Parish boundaries.

Councillors should travel by the most cost-effective mode of transport, considering journey time and the nature of the journey as well as the monetary cost.

Car Allowances

Councillors required to use their motor vehicle for the efficient performance of their duties will receive allowances for use of their motor vehicles on business only, after being so authorised by the Council. The mileage allowance will be in line with the National Joint Council (NJC) mileage rates which are reviewed annually. Travelling allowances for mileage incurred for Council purposes will not incur income tax subject to current HMRC rules.

Mileage rates will apply where personal cars are used for business purposes, irrespective of engine size. If a Councillor carries any other employees and/or Councillor(s) in their own vehicle on business travel, that Councillor can claim at the recommended rate per passenger per business mile. The passengers must be employees or Councillors and they must also be travelling on business journeys.

Where Councillors use their own vehicle, the Councillor must ensure that the vehicle is in good working order, fully and appropriately insured, taxed and MOT’d. The Council may request Councillors to print off a route planner to support the business mileage being claimed.

When undertaking Council business Councillors 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 Councillor’s responsibility and must not be claimed as an expense to be reimbursed. This includes excess charges incurred, for example compound charges, by not buying such items as congestion charge tickets, car parking tickets, etc.

Travel By Taxi

Councillors are expected to use taxis only when strictly necessary and where it is cost effective to do so. Councillors must always obtain a receipt.

Travel By Bus

Councillors should retain tickets where possible. Where a Councillor’s season ticket already covers the cost of travel, no further claim will be allowed.

Where Oyster cards are used, the Councillor should provide evidence of the additional cost incurred, for example by printing off their online statement or by printing off the journey cost provided by the Oyster fare finder.

Travel By Train

Councillors should book their journeys sufficiently in advance to obtain the best possible prices.

Train travel is only acceptable with the approval of the Council. Councillors should retain all tickets and credit card vouchers.

Procedure For Making An Expenses Claim

  1. Complete an expenses form.
  2. Attach receipts.
  3. Submit form to the Responsible Financial Officer.
  4. The payment will be authorised by the Full Council at their monthly meeting.
  5. A faster payment will be made to the Councillor.

Reviewed – for Office Use Only

Review Date Reviewed By Amendments Minute Number
24.04.19 Governance Review Committee None GR19/04/22.2
27.04.22 Governance Review Committee Typo in title corrected: Councillor’s not Councillors. GR22/04/16.2
28.06.23 Governance Review Committee Page 1 – Allowable Expenses – 2nd paragraph amended to read “Councillors should travel by the most cost-effective mode of transport, considering journey …”. Page 2 – Procedure For Making An Expenses Claim – bullet number 5 amended to read “A faster payment will be made to the Councillor”. GR23/06/20.2
24.04.24 Governance Review Committee None GR24/04/14.2
09.04.25 Governance Review Committee None GR25/04/14.2
29.04.26 Governance Review Committee None GR26/04/17.2