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Travel and Subsistence Code

Section H - Reimbursement Of Expenses Incurred On Permanent Transfer - Excess Fares

Throughout this Section, all references to Area Personnel/Area Administrator should be read as Personnel 3 (P3) for HQ staff. EFA forms should be read as EH*(HQ) for HQ staff.

The Area Administrator is responsible for the approval of EFA applications. However, the Area Administrator may delegate this responsibility to Area Personnel.

Purpose of the Allowance

Excess Fares Allowance (EFA) is intended to help the CPS achieve mobility of staff. The Allowance compensates those staff who incur additional travelling costs following a permanent transfer at the expense of the CPS, but which does not involve a move of home. EFA is not payable if the transfer is temporary or voluntary.
There is no entitlement to EFA if no additional cost is incurred. It is not paid to compensate for additional time taken to travel to work.
All EFA payments are subject to tax and National Insurance contributions and are therefore made through salary. Payments for EFA must not be claimed (and will not be paid) via the local Area T&S system.
For the purpose of determining whether EFA is appropriate, a single journey time of one and a half hours is considered to be a reasonable daily travelling distance.

Travelling daily instead of a hose move

If a house move has been agreed, but an officer does not wish to move, he/she may travel daily and apply for EFA to assist with additional travelling expenses.
The Area Administrator will consider how the transfer case should be treated for allowances purposes by:

:

comparing the cost of EFA with the cost of a house move;

AND

taking into account the operational effectiveness of commuting.

A change of mind

Officers who have initially elected not to move may change their mind within the first three months after the date of the transfer.

Applications

Applications for payment of EFA must be submitted on form EF1 to Area Personnel. The application will be considered on the basis of the information supplied and whether the transfer is in the interest of the Department.

Period of payment

The allowance is usually paid for three years. However, in some circumstances, payment may be extended to five years (see H10). The period of payment may not be extended as a result of long term detached duty, sick absence, maternity or special leave.

Extension of payment from 3 to 5 years

Officers who are entitled to a move of home but opt to travel daily, may be entitled to an extension to the period of payment of EFA. Applications to extend payment of EFA from 3 to 5 years should be made, in writing, at the outset. The application should accompany the EF1, and officers should provide full details of the distance, travel time and method of transport from home to both the old and the new stations.
Extensions will only be approved in exceptional circumstances. Area Personnel will take into account the average cost of a house move. If the EFA payments over a 5 year period are likely to exceed this, then the EFA payments can be restricted to a shorter period of time. Extensions can be refused on the grounds of cost alone.
If EFA is authorised for a period of three years based on the public transport rate of mileage (PTR), an extension may not then be sought based on the journey by public transport.

How the allowance is calculated

EFA is calculated based on the difference between the cost of the old home to office journey and the cost of the new journey by the most reasonable public transport route, using the most cost effective ticket. In exceptional circumstances, officers who use their car may be entitled to claim the Public Transport Rate of Mileage (PTR).

EFA based on the cost of public transport

When making a claim for EFA based on public transport costs, officers must quote annual season ticket rates, for both the old and the new journey, wherever possible. EFA can only be based on the cost of other tickets, eg. monthly or weekly when:

more economical tickets for a longer period are not available. Officers should indicate the type of tickets available when submitting a claim based on monthly or weekly costs;
the frequency of attendance at the new station makes the purchase of monthly/weekly tickets uneconomical.

The rates quoted on the EF1 must be the rates at the date of transfer. Once calculated, EFA will automatically be paid monthly in arrears through salary, at the rate of one twelfth of the annual entitlement.

EFA based on public transport mileage rates

If there is no public transport available, or if a journey by public transport is considered 'exceptionally difficult' an officer may apply to receive EFA based on the Public Transport Rate of Mileage (PTR). Account will be taken of an officer's personal circumstances, eg. disability.
Officers should complete form EF1 and attach full supporting details of the journey by public transport. This should include details of the start and finish times of the journey, together with any changes in the method of transport used, and any personal circumstances, which may impact on the journey to or from work.
When considering whether a journey is exceptionally difficult, the following circumstances may be taken into account:

whether a journey by public transport takes more than one and a half hours;
availability of public transport at peak hours, number and frequency of trains etc;
whether the officer is on flexible or fixed hours, i.e. has to be at the office by a certain time.

The following circumstances may not be taken into account:

roadworks that increase the length of the journey;
seasonal changes, egg bad weather, tourist season;
the need to use the car for travel to court.

The circumstances listed above are for guidance only. Each request for payment of mileage costs is treated on its own merits. If a claim for mileage costs is not approved, EFA will be calculated based on the cost of public transport.
Officers claiming EFA at PTR need to have insurance for travel to and from the permanent place of work.
Once an application to claim EFA at the public transport mileage rate is approved, claims should be submitted monthly, in arrears, on form EF2. SEO's and above have delegated responsibility for certifying their own EF2 claims. Those who do not have the financial delegation in accordance with FUG 35 must have their claims certified by the Countersigning Officer. Claims should be submitted no later than the 8th day of the month in which payment is due.
If EFA is approved at PTR but there is no free parking available, Area Personnel can consider reimbursement of car parking fees, either at the railway station or close to the new office. Officers will have to substantiate the claim by providing an explanation of the efforts/enquiries they have made regarding the availability of free parking. Areas may also reimburse toll fees as part of the EFA claim. The form EF2 should be accompanied by receipts where possible.

Using a car when PTR rate has not been approved

If a claim for PTR is not approved, an officer may still use a car to travel to and from work. In these circumstances, the amount of EFA will be restricted to the notional cost of public transport. Car parking and toll fees will not be reimbursed.

Infrequent attenders

Where officers attend the office on an infrequent or irregular basis eg. the job involves a significant amount of official travelling, or part time hours are worked, EFA will be calculated using the cost on public transport at monthly, weekly, or daily rates, whichever is appropriate.
Where officers use a car, Area Personnel may pay EFA at PTR if, because of infrequent attendance, or the journey has been established as being exceptionally difficult (see H18), this is the most cost effective method of payment.
Claims should be submitted monthly, in arrears, on form EF2. Officers should forward them to Area Personnel no later than the 8th day of the month in which payment is due.

Late claims

Claims for EFA must be made within 35 days of the first date of travel. Late claims will not normally be paid, unless the officer can show good reason for the delay. The discretion to pay late claims is held by the Area Administrator.

The effect of detached duty on EFA entitlement

Officers may not claim EFA if the journey to the detached duty station does not take him/her to, or in the vicinity of the permanent station. On some occasions, however, this policy may involve the officer in additional travelling costs.
Areas may compensate officers who travel to detached duty stations by reimbursing travelling costs based on a combination of EFA and T&S. The main principle which is followed is that entitlement to T&S is considered first and EFA is paid for the difference in mileage, minus the officer's own responsibility, up to the EFA ceiling agreed at the date of transfer.
When submitting a claim, which comprises EFA and T&S, officers should attach an explanation of the journeys undertaken and a breakdown of how the figures were calculated. Area Personnel may return any form where a breakdown is not attached.
The following example illustrates how travelling costs should be met when both EFA and T&S are claimed:

Home to PS:	20 miles EFA (actual mileage = 30)
PS to DD:	25 miles
DD to Home:	40 miles

Entitlement would be as follows:

Home to PS:	20 miles EFA
PS to DD:	25 miles T&S
DD to Home:	25 miles T&S plus 5 miles EFA (additional mileage (15) minus own responsibility (10).)

Annual review

EFA based on the cost of public transport is subject to an annual increase in line with the Retail Price Index. The increase will be applied automatically by Chessington Computer Services.
PTR is also subject to review, and any new rates will apply to claims for EFA.

A further move

If an officer is transferred for a second time at public expense within a 3 year period, EFA will be recalculated using the original (first) home to office journey. This will be compared with the journey to the new (third) permanent station for the rest of the 3 year period.
When the first 3 year period is over, the officer may receive a further period of excess fares based on a further 3 year cycle, which starts from the date of the second transfer. The calculation will be based on the difference between the travel costs to the second permanent station and those to the third.
EFA may be reduced if officers move house and subsequently live closer to the new permanent station. If travel costs increase as a result of a house move, EFA will remain the same.

EFA as a lump sum in advance

Officers may apply to have EFA paid as a lump sum in advance. This is strictly limited, and will be payable only when an officer:

has to travel by car to the new location because there is no other means of transport;

AND

does not already own a car;

AND

the application is fully endorsed by the Area Administrator.

Applications should be made to Area Personnel on form EF1, with an accompanying letter setting out the full circumstances of the claim.
A lump sum payment may be made for up to the full three years' entitlement. Area Personnel will advance only that amount which is needed to cover the cost of purchasing a car. Any lump sum payment is a one off payment for the period. The yearly figure is calculated based on an average attendance of 220 days (or less if the attendance is known in advance).
Officers must still submit EF2s monthly as mileage costs are paid for days of attendance only. Area Personnel will monitor the submission of EF2s.

A change of circumstances

Officers must notify Area Personnel of any change in circumstances. If any change of circumstance results in a decrease or cessation of entitlement and Area Personnel are not notified immediately, officers will be required to repay the overpayment.

Absences

EFA will cease for any absence lasting three consecutive weeks or more.
Where an absence is known in advance eg. maternity leave, annual leave or special leave, officers should notify Area Personnel on form EF3. Area Personnel will cease the allowance for the whole period of absence. Any overpayment occurring as a result of a late notification will be recovered in full.
Where an absence cannot be anticipated eg. sick leave, EFA will automatically cease when the absence reaches the three week stage. In these circumstances, no recovery will be sought for the first three weeks of absence.

EF4 exercise

Officers in receipt of EFA paid automatically through salary must complete a declaration of attendance, every six months. Area Personnel will write to the individuals concerned, enclosing form EF4.
Officers are given three weeks in which to return the completed EF4 form. If the officer fails to respond to a reminder within a further two weeks, Area Personnel may cease payment of EFA immediately. They may then reinstate EFA once the EF4 has been received.

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