These provisions apply to officers other than ACPO ranks.
Officers will be reimbursed expenditure incurred in the course of duty provided it is:
- necessary;
- reasonable;
- additional to what the officer would otherwise have incurred
and
- backed by a receipt.
Necessary expenditure:
Where officers are prevented by their official duties from taking a meal in their usual way. This may include situations where the officer is away from his/her usual place of duty, but not if alternative catering provisions are made. Where an officer is required to stay away from home and no accommodation is provided they may claim necessary expenses in accordance with the principles outlined below.
Reasonable expenditure:
What is reasonable will depend on individual circumstances. Line managers will be expected to make judgements on what is acceptable and may seek advice from HR. Where an officer is unsure of what is likely to be considered appropriate they should check with their line manager in advance.
Additional to what the officer would otherwise have incurred:
This is not intended to be an allowance and so officers will only be entitled to claim where they are actually out of pocket. Claims for additional expenditure may be made where an officer is unable to purchase a meal in their usual way and, as a result, buys the same meal but at greater cost.
Where an officer works on a day which would otherwise have been a non-working day the same principles apply. A "non- working day" is defined as a rest day, an annual leave day or a day designated as "non-working" for a part time officer.
Where an officer is retained on duty the same principles apply.
Production of a receipt:
There will be circumstances where production of a receipt would not be possible, e.g. where an officer is engaged on surveillance duties and asking for a receipt would draw attention to the officer. This needs to be agreed in advance with the line manager. In this situation, before authorising claims, line managers will be expected to certify that they are satisfied that the officer’s duties were such that a receipt could not be reasonably obtained and that the claim is reasonable in the circumstances.
In all other circumstances a receipt must be provided.
The Constabulary retains it commitment to provide meals, as have been provided historically, to officers engaged in specific operations.
Addendum (Federation footnote)
Where an officer is engaged in a normal tour of duty and is unable to take a meal in the normal manner, either at the usual place of work or otherwise, then the claim is for any additional expenditure incurred only.
Where an officer is retained on duty, or works a "non-working" day, as defined above, the claim is for the whole cost.
Other than in exceptional circumstances, "retained on duty" is for a period of two or more hours.
Incidental Expenses Allowance for those attending residential training courses
The Residential Course Allowance of £4.43 per night, maximum allowance of £17.77 per week, except where an officer has to attend for a week's course of training on the preceding Sunday night and will thus be in attendance for five nights, remains. (Amounts effective from 1st January 2004).
This allowance does not apply to a probationers initial training course.
