Appendix 6 – Agenda for Change Sec 18
Section 18: Subsistence allowances
18.1 Where locally, staff and employer representatives agree arrangements which are more appropriate to local operational circumstances or which provide benefits to staff beyond those provided by this Section, or are agreed as operationally preferable, those local arrangements will apply. 18.2 The purpose of this Section is to reimburse staff for the necessary extra costs of meals, accommodation and travel arising as a result of official duties away from home. Business expenses which may arise, such as the cost of a fax or official telephone calls, may be reimbursed with certificated proof of expenditure. Night subsistence Short overnight stays in hotels, guesthouses and commercial accommodation 18.3 When an employee stays overnight in a hotel, guesthouse, or other commercial accommodation with the agreement of the employer, the overnight costs will be reimbursed as follows:
• the actual, receipted cost of bed and breakfast, up to the normal maximum limit set out in Annex N; plus
• a meals allowance, to cover the cost of a main evening meal and one other day-time meal, at the rate set out in Annex N.
18.4 Where the maximum limit is exceeded for genuine business reasons (e.g. the choice of hotel was not within the employee's control or cheaper hotels were fully booked) additional assistance may be granted at the discretion of the employer. Short overnight stays in non-commercial accommodation 18.5 Where an employee stays for short overnight periods with friends or relatives or in a caravan or other non-commercial accommodation, the flat rate sum set out in paragraph 3 of Annex N is payable. This includes an allowance for meals. No receipts will be required. 18.6 Employees staying in accommodation provided by the employer or host organisation shall be entitled to an allowance to cover meals which are not provided free of charge, up to the total set out in paragraph 2 of Annex N. 18.7 Where accommodation and meals are provided without charge to employees, e.g. on residential training courses, an incidental expenses allowance at the rate set out in paragraph 6 of Annex N will be payable. All payments of this allowance are subject to the deductions of
Part 3: Terms and conditions Section 18: Subsistence allowances
NHS terms and conditions of service handbook The NHS Staff Council
23 appropriate tax and National Insurance contributions via the payroll system. Travelling overnight in a sleeping berth (rail or boat) 18.8 The cost of a sleeping berth (rail or boat) and meals, excluding alcoholic drinks, will be reimbursed subject to the production of vouchers. Short-term temporary absence travel costs 18.9 Travel costs between the hotel and temporary place of work will be separately reimbursed on an actual cost basis. Long-term overnight stays 18.10 After the first 30 nights’ stay in the same location the entitlement to night subsistence shall be reduced to the maximum rates set out in paragraph 4 of Annex N. Meals allowances are not payable to these employees. Those who continue to stay in non-commercial accommodation will continue to
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