The text contained in this box does not form part of Annex 'U' but has been added for ease of reference

GMP has reviewed the refreshment and accommodation expenses that can be claimed by police officers and police staff. Rates have been reviewed and uplifted in line with inflation.

Managers
To assist you with assessing what accounts as 'reasonable' expenditure, the following rates have been published as a guide:

  • Breakfast £6.40
  • Lunch £8.70
  • Evening Meal £13.40
  • Lodging £60.80 (£76.00 within Central London)

GMP has previously referred to these amounts as ceilings, which has led some managers to refuse to authorise claims above this level even when it was necessary and reasonable. The amounts stated provides a guide to both managers and staff as to what is considered reasonable. The amounts should be neither seen as an entitlement nor a limit. It is understood that costs vary across the country, particularly in London, and therefore each claim must be assessed on its merit.

All claims must be assessed in line with the four criteria listed on the People Pages and should only be authorised if all criteria are met. You should also assess reasonableness by considering how the claim might be viewed if subject to public scrutiny.
The Force will not reimburse for the purchase of alcohol as part of a meal. Guidance and rates will be reviewed annually.


Incidental expenses allowance for those attending residential training courses.

The rate is £4.43 per night with effect from 1 January 2003 and 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 thus be in attendance for five nights.

 

1) MOTOR VEHICLE ALLOWANCES

a) Where the chief officer is of opinion that the duties normally performed by a member of a police force are of such a nature that it is-

i) essential, or
ii) desirable,

that the member in question should, at all material times, have a motor vehicle at his disposal, he may authorise that member to use (subject to his directions) a motor vehicle owned by the member for the purposes of duties performed by him and, subject to the following provisions of this determination, in respect of such use the member shall be paid a motor vehicle allowance. Use of a motor vehicle during travelling time which is treated as duty in accordance with a determination under regulation 22(1)(e) shall be treated as use for the purposes of duties performed by the member.

b) A motor vehicle allowance shall not be payable in respect of the authorised use of a motor vehicle unless there was in force in relation thereto a policy of insurance in terms approved by the police authority, in relation to the use in question, for the purposes thereof.

c) A motor vehicle allowance shall not be payable in respect of the authorised use of a motor car of a cylinder capacity exceeding 500 c.c. unless the member concerned was willing to carry passengers for the purposes of the duties performed by him or, in the case of passengers being members of a police force, by those members.

d) A motor vehicle allowance in respect of the authorised use of a motor car of a cylinder capacity exceeding 500 c.c. shall, subject as aforesaid, be payable-

i) where the chief officer of police is of the opinion mentioned in sub-paragraph (a)(i), at the essential user's rate;

ii) where the chief officer of police is of the opinion mentioned in sub-paragraph (a)(ii), at the casual user's rate,

as provided in sub-paragraphs (e) and (f) .

Provided that where the member concerned holds a rank above that of chief superintendent he may instead be paid a flat‑rate motor vehicle allowance at such annual rate as is determined by the police authority on such basis as is approved by the Secretary of State.

e)

i) Subject to the following provisions of this determination, the amount of a motor vehicle allowance payable at the essential user's rate shall in any year comprise a fixed element and a mileage element calculated as provided in sub-paragraphs (ii) and (iii).

ii) The fixed element shall be calculated by reference to the number of completed months comprised in the period of authorised use for the year in question at the annual rate specified in sub-paragraph (g) by reference to the cylinder capacity of the motor car in question.

iii) The mileage element shall be calculated in relation to authorised use at the rate specified in sub-paragraph (g) by reference to the cylinder capacity of the motor car in question, and for that purpose sub-paragraph (g) so specifies:

(1) a basic rate, in relation to authorised use not exceeding the mileage specified in sub-paragraph (g) (“the basic mileage”), and
(2) a reduced rate in relation to authorised use in excess of the basic mileage.

(f) A motor vehicle allowance in respect of the authorised use of-

(i) a motor car of a cylinder capacity not exceeding 500 c.c., or
(ii) a motor bicycle,

shall, subject as aforesaid, be payable on such conditions and at such rate as is approved by the Secretary of State.

 

Motor Vehicle Allowances

 Rate with effect from 1st April 2012

Essential Users 451-999cc 100-1199cc 1200-1450cc
Lump sum per annum £846 £963 £1,239
Per mile - first 8,500 miles 36.9p 40.9p 50.5p
Per mile - fter 8,500 miles 13.7p 14.4p 16.4p
Petrol element per mile 9.406p 10.366p 11.288p
Amount of VAT per mile in petrol element 1.567p 1.727p 1.881p
       
Casual Users      
Per mile - first 8,500 miles 46.9p 52.2p 65.0p
Per mile - fter 8,500 miles 13.7p 14.4p 16.4p
Petrol element per mile 9.406p 10.366p 11.288p
Amount of VAT per mile in petrol element 1.567p 1.727p 1.881p

 

h) Where in any year a motor vehicle allowance is payable at the essential user's rate it shall be payable in such instalments, in advance or in arrears, as the police authority may determine; but when the amount of the allowance for that year is finally calculated, any over‑payment shall be recoverable.

i) Where in any year a motor vehicle allowance is payable at the essential user's rate to a member of a police force and the member is on sick leave, or maternity leave, or the motor car in question is out of order, for a continuous period of four or more weeks in that year the allowance shall be reduced by such amount as the police authority, with the approval of the Secretary of State, determines as being appropriate in all the circumstances.

j) Where in any year a motor vehicle allowance is payable at the essential user's rate but the period of authorised use is a fraction only of that year, sub‑paragraph (e)(iii) shall have effect as if for the reference to the basic mileage there were substituted a reference to the corresponding fraction of that mileage; and for the purposes of this paragraph the monthly rate of the fixed element of such an allowance so payable shall be taken to be a twelfth of the annual rate.

k) The amount of a motor vehicle allowance payable at the casual user's rate shall in any year be an amount calculated in relation to the mileage of authorised use in that year at the rate specified in sub-paragraph (g) by reference to that mileage and the cylinder capacity of the motor car in question, except that where the amount of the allowance would be less if it were calculated at the essential user's rate, it shall be of an amount calculated in accordance with sub-paragraph (e).

l) The amount of a motor vehicle allowance payable to a member of a police force shall not exceed that which would be payable if the vehicle in question were of such a cylinder capacity, not being less than 1,000 c.c., as the chief officer of police, with the approval of the police authority, has determined appropriate for use for the purposes of the duties normally performed by the member concerned.

m) In its application to a chief officer of police this determination shall have effect as if any reference therein to that officer were a reference to the police authority.

n) For the purposes of this determination-

“authorised use” means the use, authorised under sub-paragraph (a), of a motor vehicle owned by the member of a police force concerned for the purposes of his duties as a member of that force or, where he has been statutorily transferred from one force to another force, as a member of either of those forces, and “period of authorised use” means the period during which such use is authorised;

“cylinder capacity” means the cylinder capacity of the engine of a vehicle calculated in accordance with regulations under paragraph 2(4) of Schedule 1 to the Vehicle Excise and Registration Act 1994;

“motor bicycle” means a mechanically propelled bicycle (including a motor scooter, a bicycle with an attachment for propelling it by mechanical power and a mechanically propelled bicycle used for drawing a sidecar);

“motor car” means a mechanically propelled vehicle other than a motor bicycle and, accordingly, includes a mechanically propelled tricycle;

“year” means a period of twelve months beginning on such date as may be determined by the police authority;

and a reference to a motor vehicle owned by a member of a police force is a reference to such a vehicle kept and used by him.

 

2) DOG HANDLER'S ALLOWANCE

a) Where a dog owned by the police authority is kept and cared for by a member of a police force at his home, the member shall be paid a dog handler's allowance in respect of the care accorded to the dog on the member's rest days and on public holidays.

b) For this purpose the member shall be treated as keeping and caring for a dog at his home if he would be doing so but for his being on annual leave.

c) The Current annual rate of this allowance with effect from 1st September 2010 can be found HERE.

d) Where the member keeps and cares for at his home more than one dog owned by the police authority, there shall be added to the allowance an amount equal to 25 per cent of the sum specified in sub-paragraph (c) for each such dog.

 

7) SPECIAL PRIORITY PAYMENTS

a) A member in a qualifying post in his force’s special priority payment scheme who meets the personal criteria in sub-paragraph (g) below shall be paid an allowance (special priority payment).

b) The annual amount for each qualifying post shall be determined by the chief officer and the police authority. The amount shall normally be no less than £500 and no more than £3,000, although exceptionally, annual amounts of up to £5,000 may be determined.

c) The payment will be made as a single non-pensionable lump sum in December of each year commencing in 2003

d) In December 2003, a member who is entitled to a special priority payment shall be paid an amount

i) equal to three quarters of the annual amount for the qualifying post when the member has been in the post from 1 April to 31 December 2003, or,
ii) in other cases, a fraction of the amount in sub-paragraph (i) corresponding to the fraction of the period from 1 April to 31 December 2003 during which the member has been in the post

e) In December 2004 and in subsequent years, a member who is entitled to a special priority payment shall be paid an amount

i) equal to the annual amount for the qualifying post when the member has been in post from 1 January to 31 December in that year, or
ii) in other cases, a fraction of the amount in sub-paragraph (i) corresponding to the fraction of the period from 1 January to 31 December during which the member has been in the post.

f) In agreeing the qualifying posts for the force’s special priority payment scheme, the chief officer and police authority shall have regard to the following criteria in respect of any post, that it:

* Carries a significantly higher responsibility level than the norm for the rank; or
* Presents particular difficulties in recruitment and retention; or
* Has specially demanding working conditions or working environments.

g) The personal criteria are that the member has demonstrated that he is fully competent in and highly committed to his duties and responsibilities.

 

7A) ABOLITION OF SPECIAL PRIORITY PAYMENTS

a) Special priority payments are abolished and, subject to sub-paragraph (c), paragraph (7) of this determination has no further effect.

b) Special priority payments paid on a monthly basis shall not be paid after 31 March 2012.

c) A member who, but for sub-paragraph (a), would have been entided to receive a lump sum in December 2012 on account of a special priority payment paid on an annual basis, shall instead receive a lump sum of one quarter of the annual amount to reflect the member's service in the qualifying post between 1 January 2012 and 31 March 2012.

 

8) BONUS PAYMENTS

A chief officer may award a payment of between £50 and £500 to a member of his force where he is satisfied that the member concerned has performed a piece of work of an outstandingly demanding, unpleasant or important nature

 

10) UNSOCIAL HOURS ALLOWANCE

a) A member of a police force in the rank of constable, sergeant, inspector or chief inspector shall be paid an allowance, to be known as the unsocial hours allowance, in respect of every full hour worked by the member between 8pm and 6am.

b) Subject to the transitional arrangements set out in sub-paragraphs (c) to (£), the unsocial hours allowance shall be paid at an hourly rate of 10% of the member's hourly rate of pay, calculated by multiplying by 6/125200 the member's annual rate of pay.

c) Until 1 January 2014 the unsocial hours allowance may be paid monthly in arrears at a fIxed rate in respect of any month in which the member works any hours between Spm and 6am, rather than by reference to the hours worked by the individual member.

d) The fIxed rate for a full-time member working a standard eight-hour alternating shift system for a four team pattern is as follows:

i) £100 for constables;

ii) £125 for sergeants;

iii) £160 for inspectors;

iv) £175 for chief inspectors.

e) The rates in sub-paragraph (d) may be altered by the chief offIcer where different shift arrangements apply.

f) The fIxed hourly rate for a part-time member shall be calculated by multiplying by 9/1565 the rate for the member's rank in sub-paragraph (d), or such other rate as the chief offIcer has determined under sub-paragraph (e).

 

11) AWAY FROM HOME OVERNIGHT ALLOWANCE

a) A member of a police force in the rank of constable, sergeant, inspector or chief inspector shall be paid an allowance of £50, to be known as the away from home overnight allowance, in respect of every night on which the member is held in reserve.

b) Subject to sub-paragraph (c), a member is held in reserve for the purposes of this paragraph if the member is serving away from his normal place of duty (whether because the member has been provided for the assistance of another police force under section 24 of the Police Act 1996 or otherwise) and is required to stay in a particular, specified place rather than being allowed to return home.

c) A member is not held in reserve if the member is serving away from his normal place of duty only by reason of being on a training course or carrying out routine enquiries. 

Further Information and Explanation

 

12) HARDSHIP ALLOWANCE

a) A member of a police force shall be paid an allowance of £30, to be known as the hardship allowance, in the circumstances set out in sub-paragraph (b).

b) The allowance shall be paid in respect of every night when the member:

i) is held in reserve, within the meaning of paragraph (11), and

il) is not provided with proper accommodation.

c) For the purposes of sub-paragraph (b)(il) "proper accommodation" means a room for the sole occupation of the member, with an en suite batbroom. 

 

13) On Call Allowance

(1) A member of the rank of Constable, Sergeant, Inspector or Chief Inspector shall receive an allowance of £15 in respect of each day on which he spends any time on-call.
(2) In paragraph (1) “day” means a period of 24 hours commencing at such time or times as the chief officer shall fix after consultation with the joint branch board, and the chief officer may fix different times in relation to different groups of members.

 

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