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This policy and the associated procedures document sets out how payment claims for subsistence and mileage allowances will be dealt with by the Payroll Team, People and Organisation Development (OD).
The policy and associated procedures document is linked to the Police Regulations and the Police Staff Council.
Applies (but not limited) to: All categories of Dyfed-Powys Police officers and staff, whether full-time, part-time, permanent, fixed term, temporary (including agency staff, associates and contractors), seconded staff and volunteers. Police Officers, staff and volunteers accessing and using Force assets and property must have due regard to the contents of this policy.
This policy applies to all Police Officers, Police staff and staff within the Office of the Police & Crime Commissioner.
This policy work in line with Police Regulations and the Terms & Conditions as set out in the Police Staff Support Council.
All police officers and police staff should be aware and adhere to this policy.
All Police Officers and police staff will be reimbursed the actual subsistence expenditure incurred in the course of their duty provided it is deemed to be –
Necessary, Reasonable, Eligible, Additional to what the individual would otherwise have incurred and Supported by a VAT receipt.
All police officers and police staff are responsible for the cost of travel commuting between their home and their permanent place of work.
Any subsistence or mileage claim incurred within 5 miles of a permanent place of work is taxable.
Police Regulations
Terms and Conditions, Police Staff Council
The Payroll Specialist has responsibility for monitoring this policy and the associated procedures document with approval from the Director of Finance.
The Payroll Team, People and OD will ensure that all claims received and paid comply with this policy and the associated procedures document.
All police officers and police staff are responsible for ensuring that all claims made to the Payroll Team for subsistence and mileage allowance are compliant with this policy and the associated procedures document.
The Code of Ethics principles are relevant to this policy -
This policy will be reviewed every 2 years.
The policy will be monitored by the Payroll Team to ensure that it remains effective, is fit for purposes, any challenges to the policy and changes to national/force process/guidance.
Any amendments to this policy and/or the associated procedures document will be implemented following approval by the Strategic Finance Board.
CODE OF ETHICS CERTIFICATE OF COMPLIANCE
This policy has been drafted in accordance with the Code of Ethics and has been reviewed on the basis of its content and the supporting evidence and it is deemed compliant with that Code and the principles underpinning it.
HUMAN RIGHTS ACT CERTIFICATE OF COMPLIANCE
This policy has been drafted in accordance with the Human Rights Act and has been reviewed on the basis of its content and the supporting evidence and it is deemed compliant with that Act and the principles underpinning it.
EQUALITY IMPACT ASSESSMENT
Section 4 of the Equality Act 2010 sets out the protected characteristics that qualify for protection under the Act as follows: Age; Disability; Gender Reassignment; Marriage and Civil Partnership; Pregnancy and Maternity; Race; Religion or Belief; Sex; Sexual Orientation.
The public sector equality duty places a proactive legal requirement on public bodies to have regard, in the exercise of their functions, to the need to:
The equality duty applies to all protected characteristics with the exception of Marriage and Civil Partnership, to which only the duty to have regard to the need to eliminate discrimination applies.
Carrying out an equality impact assessment involves systematically assessing the likely or actual effects of policies on people in respect of all the protected characteristics set out above. An equality impact assessment should be carried out on any policy that is relevant to the public sector equality duty.
EQUALITY IMPACT ASSESSMENT COMPLETED: September 2024