Tolls, Congestion Charges and Fines You can claim for reasonable costs of tolls, including the congestion charge where there is agenuine business need to incur it and if you are not travelling to your normal place of work. If you receive a fuel card this can be used to pay M6 toll charges. If you are unlucky enough to incur a fine due to traffic or parking offences, you will be liable for the payment of the fine and this cannot be reclaimed through expenses. For hire car or company car drivers, in the event that a fine is incurred, the colleague driving the vehicle will be required to reimburse the costs of the fine and any administration fee due. Overnight accommodation If you need to stay away from home overnight due to business needs then you should book this through the travel portal or travel booking form, at least 7 days’ in advance. You should only book accommodation that we know use specific COVID-19 <ClickCare> procedures. The business maintains a rate cap throughout the UK that fluctuates with the price of hotels and therefore Click Travel will be able to find you suitable accommodation within policy limits. Click Travel operate 24 hours a day so if you do require last minute accommodation, they can be contacted on 0844 745 2121 and will arrange your hotel booking to avoid you having to do this yourself on the travel portal.
Additional accommodation costs You will need to pay for, upon departure, any additional purchases from the hotel (e.g. items purchased from the mini bar, alcohol, newspapers, films, services, taxi’s and gym fees). You cannot reclaim these items through expenses. You are not able to reclaim the costs of toiletries or clothing.
Incidental overnight expenses
Reasonable personal incidental expenses may be claimed for with the limits below:
• Wi-Fi charges up to £10 per 24-hour period • Telephone calls If able to do so, please use your company mobile phone to make calls • Laundry If staying away on business for more than 7 nights you may claim for a basic laundry service (this does not include dry cleaning suits or jackets). In exceptional circumstances a laundry claim can be submitted if staying away for less than 7 days. Please ensure you have prior approval from your approving manager if this is the case. • Personal miscellaneous incidental expenses, not exceeding £5. (e.g. water, personal calls, newspapers)
You should be aware that if a total personal incidental expenditure exceeds £5 per day the whole amount may be treated as a taxable benefit and be reportable on your P11D.
Alternatives to hotels for overnight accommodation When you are working away from home, you may choose to stay with friends or family rather than a hotel. If you choose to do this, you may claim up to £25 per night to contribute towards a gift or meal for your hosts.
Meals
Meals whilst away overnight An evening meal may be claimed up to £20 (including service and VAT). No alcohol may be claimed, so please make sure this has been excluded from any claim. All accommodation should be booked through Click Travel and will usually include breakfast. If breakfast has not been included in the price of the accommodation you may, in addition to the evening meal, reclaim breakfast up to the value of £12.
Expenses Policy Version 13 9
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