Expenses and travelling time

Q. I’ve been retained on duty and had to buy a meal what can I claim?

A. If you have been retained on duty more than two hours past your normal finish time then you are entitled to claim for a meal. The only requirements under regulations are that the meal is reasonable and receipted.

There is no requirement for you to purchase this meal after your normal finish time. If you were aware earlier in your shift that you would be retained on duty you can purchase this meal in anticipation. However, if you are then not required to remain on duty you would not be entitled to claim for it.

Q. Am I entitled to claim for a meal during my shift?

A. If an officer is unable to obtain a meal in their usual manner and as a result it costs the officer more money, then the officer can claim the difference between what they normally pay and the cost of the replacement meal.

There is no distinction between an officer being on a scheduled tour of duty or being required to work on a rest day. It all hinges around being able to obtain a meal in their normal manner. If they can’t then they can claim.

It is a reasonable expectation that if your role means you may not be able to return to your parade station for refreshments then you ensure you have the facility to take your food with you (ie cool bag). However, if you have a microwave meal, for example, you should be provided with facilities to heat this when you take your break. These facilities do not have to be at a police station providing they are available for you to use.

If these facilities are not available to you and this means you are unable to take your meal in the usual manner, then you are entitled to claim for a replacement meal.

In conclusion unless the officers can show they were unable to obtain a meal in their normal manner and have deducted the cost of that meal from the replacement meal the claim will fail.

Q. I was injured in the execution of duty and have had medical costs, am I entitled to claim?

A. You are entitled to be reimbursed by the Force for any NHS medical, dental or optical charges as a result of being injured in the execution of duty.  This is set out in Regulation 35 Annex V and covers any charges under Section 77-79 of the National Health Services Act 1977.

Q. I’m having to attend a police residential training course what can I claim?

A. At the Police Negotiating Board meeting on 9 February 2005, it was agreed that the incidental expenses allowance for those attending residential training courses should be frozen at its current level of £4.43 per night. The maximum allowance is £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 therefore be in attendance for five nights.

Q. What will I get paid if I have to work away from home?

A. Currently officers are only entitled to payment for working away from home if they are ‘held in reserve’. The allowance for being ‘held in reserve’ is £50 per night.

An officer is ‘held in reserve’ if they are serving away from their normal place of duty and are required to stay in a particular, specified place rather than being allowed to return home. An officer is not ‘held in reserve’ if they are serving away from their normal place of duty only by reason of being on a training course or carrying out routine enquiries.

If you are ‘held in reserve’ you may also be entitled to hardship allowance of £30 per night. This only applies if ‘proper accommodation’ is not provided. The definition of ‘proper accommodation’ is a single occupancy room with use of en suite bathroom facilities.

The hardship allowance is reliant on the ‘held in reserve’ allowance. Therefore if you are not ‘held in reserve’ you are not entitled to the hardship allowance irrespective of the level of accommodation.

Q. What do I get paid for being on-call?

A. As of 1 September 2024, on-call allowance is £25 per day for a normal working day and £50 per day for a rest day or bank holiday. A ‘day’ means a period of 24 hours starting at a time determined by the chief officer after consultation with the Branch Board.

On-call is a voluntary activity.

Q. How do I claim tax relief on my Federation subscriptions and other expenses?

A. You can claim tax relief on your Federation subscriptions and flat rate expenses via the HMRC portal. Find out more.

Q. I am being asked to work at a different location on occasion (also includes training) what am I entitled to.

A. You are entitled to travel time of 1 hour (30 minutes each way), this can either be included in your normal duty time (so you would arrive 30 minutes later and leave 30 minutes earlier) or added on to your duty time in which case you are entitled to payment or TOIL (your choice) for the extra hour. Travel time also applies when you are required to work over-time from a location that isn’t your normal parade station.

You are also entitled to claim mileage expenses in accordance with the Force mileage policy.

For further information please refer to: Annex V - Expenses.