Policies and Procedures

DOCUMENT CONTROL: Rev 1.0 Effective Nov 2025. 

Hemswell Parish Council

COUNCILLOR ALLOWANCES & EXPENSES POLICY

Introduction

1. Councillors’ Travel and Expenses Policy

2. Travelling and Subsistence Expenses

3. Items Purchased Specifically at the Direction of the Parish Council

4. Other Expenses

Introduction

The Local Authorities (Members’ Allowances) (England) Regulations 2003[1] came into force on 1 May 2003 and govern how local authorities in England pay allowances to their elected and other members. Paid allowance include:

• Basic allowance for all members (Part 5, Regulation 25).
• Co-Optee’s allowance (Pt 2, Regulation 9).
• Special responsibility allowance for members with additional duties. (Part 2, Regulation 5).
• Parish travelling and subsistence allowance (Part 5, Regulation 26).

While Hemswell Parish Council (PC) makes no provision for the basic allowance, the Co-Optee’s allowance or special responsibility allowance, the PC does permit Councillors, including co-opted members, to claim travelling and subsistence expenses when carrying out previously approved duties as set out below. 

1. Councillors’ Travel and Expenses Policy

This policy applies to all Councillors, including co-opted members, and any non-councillor members of a committee or sub-committee of the PC.

Hemswell PC policy states that Councillors should not be financially advantaged or disadvantaged by virtue of genuine PC-related expenses for previously approved duties. Approved duties mean doing anything approved by the PC, or in connection with carrying out PC functions or duties, including for any of its committees or working parties. For example, representing the PC at external meetings, attending training courses or other official events, and other activities pre-approved by the PC. For full details, see Regulation 26, 1a-e. [1]

Claims for travel and subsistence must be made on the forms available from the Clerk, within two months of expenditure being incurred, and accompanied by receipts. VAT invoices should be obtained where relevant.

The Clerk has delegated powers to authorise Councillors’ attendance at training events, subject to funds being available within the existing financial year budget. Any expenses incurred will be approved retrospectively after the event at the next PC meeting. Any expenditure in respect of training in excess of £100 per event must be approved by the PC before attendance at the event. 

Councillors who receive only the travelling and subsistence allowance, and not the parish basic allowance, do not need to be added to the PC’s PAYE scheme. 

2.  Travelling and Subsistence Expenses

Mileage for travel outside the parish only will be reimbursed according to the HMRC currently approved rate of 45p per mile for private vehicles. Claims for reimbursement of travel by private vehicle must be supported with a statement by the claimant that the insurance provider has been advised of the owner’s use for travel on PC business. 

Councillors will be reimbursed for the cost of a standard second-class rail ticket or the most cost/time-efficient public transport. Parking charges while on PC business, but not parking fines, will be refunded.  

A subsistence allowance for the purchase of refreshments, excluding alcohol, will only be payable where attendance at any event exceeds four hours, limited to £5.00 maximum per event and with supporting receipts.  

3. Items Purchased Specifically at the Direction of the Parish Council

Reimbursement for items purchased specifically at the direction of the PC will only be made subject to prior agreement by the PC and on production of a valid receipt. 

Councillors must endeavour to obtain a VAT receipt in the name of the PC for all such purchases, which should be passed to the Clerk, together with the claim for reimbursement.

4.  Other Expenses

Reimbursement of any other expenditure will only be made by prior agreement with the PC.