Expenses and Subsistence

The Authority will reimburse Members for the reasonable costs of travel and accommodation incurred in the course of their duties.  In planning travel and accommodation, Members must be considerate of Best Value and choose the most cost-effective option. 

The Scottish Government has published a travel strategy[1] aimed at helping individuals and organisations to travel greener and save money. All public bodies are expected to follow this guidance.  As such, Board Members will be expected to plan their travel to reduce the expense to the minimum.  To save time, carbon emissions and money, a tele-conference or video conference (Webex/MS Teams) may be appropriate for some meetings.  However, if there is a need to travel, public transport should be the first consideration and travel by air, taxi and private vehicle should be minimised as far as possible.

Use of public transport is encouraged for travelling.  Buses or trains should be considered for travel within the same town or city.  Trains may be the cheapest option for longer journeys and is greener than flying or driving. 

The standard rates for expenses Members are entitled to claim are set out below:

*London rates, if applicable, will be higher and available on request.

Members are strongly encouraged to use the Authority’s Corporate team to book travel and accommodation. The team will research and book the most cost-effective options available. Where this is not possible, Members must consider Best Value and book the most cost-effective option available. 

For all other expenses not listed – contact the Authority’s Finance team prior to incurring any expense. 

Members cannot claim expenses for alcohol at events or with meals.

Members cannot claim expenses for others, including guests or dependents, without prior approval.

Any discount obtained while incurring an expense must be included in any subsequent claim submitted.

All expense claims must be supported by itemised VAT receipts.

In line with public sector pay policy guidance, the Authority will consider supporting members with other out of pocket expenses arising from their appointment, providing that such costs are reasonable.  Examples of such expenses may include but are not limited to childcare/carer responsibilities, interpreters, accessibility software or adaptations.  Members should seek advice and approval from the Authority’s Chief Executive prior to incurring and claiming for expenses. 

Members must also consider value for money in requesting the reimbursement of expenses and be able to demonstrate that expenses are reasonable.  This may include providing quotes and/or benchmarking expenses.  Where agreement is reached for recurring expenses, arrangements should be reviewed at least annually or if circumstances changes.        

The Authority’s Corporate Services can assist and advise as required.

To promote transparency, the Authority publishes a breakdown of the remuneration and expenses paid to each Member on its website quarterly.

[1] https://beta.gov.scot/publications/government-travel-strategy/