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Mileage & Overtime

All mileage requests should be submitted via your mySelf account and will be authorised by your line manager via myTeam.

Overtime should also be submitted via mySelf unless you have been instructed otherwise by your service/manager/supervisor.

Christmas pay schedules for mySelf users can be found here.

Mileage Claim – what if it hasn’t been paid

If you process your mileage claim via mySelf, check the date this was authorised by your manager against the deadline for your pay frequency, which is available within the mySelf schedules. If authorised in time for the deadline, contact the People Helpdesk for further investigation.

If not processed via mySelf, check that your manager has authorised your mileage and submitted it for processing via the HR Operations team for your service by the deadline for your pay frequency. If authorised and processed in time for the deadline, contact the People Helpdesk for further investigation.

Mileage Claim Eligibility

To be eligible to claim mileage, you are required to have valid business insurance cover on your car insurance policy. Your manager will confirm this prior to authorising your claim.

Mileage claims must be submitted regularly and within 3 months of the date your business journey was undertaken.

Any mileage claim for a date older than 3 months from date submitted will not be accepted via mySelf.

Mileage Rates

  • up to 10,000 business miles = 45p per mile
  • over 10,000 business miles = 25p per mile

Designated User Allowance

A designated user allowance will be paid to employees who have claimed over 2,500 miles per financial year.

Mileage claims are required to be submitted on a regular basis to ensure that you continue to receive this allowance in each qualifying year.

The current allowance is:

  • Fortnightly paid employees = £11.51
  • Four weekly paid employees = £23.02

Excess Travel Claim

This should be completed on the Excess Travel Claim Form (located at bottom of this page), submitted to your manager for authorisation and forwarded to the HR Operations Team for processing.

Please note passengers cannot make a claim, as they are not out of pocket.

Claims can be made for whatever mode of transport the employee has used to get to work (this does not require to be the cheapest method).

Please note that Excess Travel claims will be for a period of 18 months from the date of transfer to the new location.

Excess Travel can’t be claimed during periods of annual leave, and being on annual leave at the official transfer date or throughout the 18 month period, doesn’t extend the claim period.

Excess mileage rate = 14p per mile

Overtime

If you process your overtime via mySelf, check the date this was authorised by your manager against the deadline for your pay frequency, which is available within the MySelf Schedules.  If authorised in time for the deadline, contact the People Helpdesk for further investigation.

If not processed via mySelf, check that your manager has authorised your overtime and submitted it for processing via iTrent by the deadline for your pay. If authorised and processed in time for the deadline, contact the People Helpdesk for further investigation.

View the Mileage – Expenses Claims FAQ & Overtime Worked FAQ for more information on this topic.

pdf
Excess Travel Claim Form
Size: 95.80 kb
Date modified: 13-11-2019
pdf
Payrun Schedules 2021/22
Size: 194.67 kb
Date modified: 22-02-2021
Updated on 1st March 2020

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