Keltbray Group Travel and Expenses policy statement
Keltbray is committed to the safety and wellbeing of its employees Employee safety is its number one priority Keltbray expect all employees to make sensible choices about how and when they travel and would never expect an employee to travel if unfit or if it is deemed unsafe to do so.
It is Keltbray policy to reimburse all necessary, reasonable and approved expenditure incurred whilst engaging in company duties.
Keltbray will:
– review all expenses claims submitted via COINS, providing these are submitted along with original receipts/invoices and within 8 weeks of the costs being incurred.
– reimburse any travel costs incurred when an employee with a permanent workplace is required to work from a temporary workplace, i.e. another office or site that they do not usually work from
– allow employees that have a no fixed location in their contract to claim travel expenses or mileage costs from their home to the temporary workplace (See GRP-FIN-GUI-001)
– reimburse travel at business mileage rates when travel details and a full VAT breakdown is submitted.
– cover pre-approved standard class travel.
– reimburse parking costs incurred (parking tickets, congestion and toll costs) whilst on company business.
– permit the submission of Taxi fare costs for journeys taken whilst an employee is away from their normal place of work and public transport is unavailable
– reimburse pre-agreed hotel booking costs where an approved supplier has been used (i.e., Premier Inn, Travel Lodge, Holiday Inn), providing the cost is within the agreed limits and has been booked by the designated person for the business unit
Keltbray will NOT:
– reimburse costs associated to PPE or IT equipment. Equipment of this nature must be provided by Keltbray.
– accept claim expenses on behalf of others.
– reimburse lunch costs associated with overnight travel.
– authorise expenses deemed inappropriate or false
– consider expenses for commuting to and from an employee’s home to their permanent workplace (please refer to the current HMRC guidelines for the definition)
– authorise any claims for First Class rail/air travel.
– reimburse costs incurred for parking fines and speeding tickets
For further guidance on travel and expenses refer to GRP-FIN-GUI-002 (Travel & Expenses Guidance Note)
This policy applies to all Keltbray Employees and should be read in conjunction with the Anti-Bribery Policy Statement and the Company’s Code of Conduct.
Individual managers are responsible for ensuring that this policy is applied within their own business unit/department when approving employees expense claims.
Each employee is wholly responsible for being as explicit as possible and truthful in their expense submissions. Employees are also responsible for maintaining their own personal records of expenses claimed. All expenses may be subject to review by HMRC on an individual basis.
Keltbray consider any breach of this policy a disciplinary offence. Deliberate falsification of an expense claim or receipts required to make a claim will constitute as gross misconduct and dealt with in line with the Company’s Disciplinary Procedure. The Company reserves the right to carry out systematic and random audits to ensure compliance, and to recover in whole or part, any sums paid to employees in error. The Company reserves the right to alter this policy at any time.
Vince Corrigan
Chief Executive Officer
Last review date: January 2025
Next review date: January 2026