BMA committee and GPC expense policy - Sessional year 2021-2022

BMA committee
and GPC expense policy
Sessional year 2021-2022

BMA member scrutiny of expenses and honoraria
Please note, as per current BMA policy on the scrutiny of honoraria and expenses, all BMA expenses and
honoraria are open to scrutiny by BMA members at their request. However, such scrutiny shall be subject
to strict confidentiality undertakings being given by the requester and access shall only be given by secure
confidential email with an attachment watermarked with the requester’s (BMA member’s) personal details.

General
This document outlines the policy for claiming travel and associated expenses from the BMA (British
Medical Association) in connection with authorised BMA business.

The guidance set out in this document will be appropriate for most situations. However, if you are not sure
whether an expense is allowed under this policy, we expect you to ask before incurring the expense. You
should seek prior agreement with the treasurer before incurring expenditure that exceeds the maximum
rates, unless exceptional circumstances prevail. Where expenditure exceeds the maximum limit, you must
provide a full description of the circumstances and reasons in the ‘comments’ section of Concur.

Approval and escalation of claims
Once a claim has passed the Concur audit stage it is released to the relevant staff member to review and
approve. All claims will be checked by the appropriate member of staff to ensure that they comply with this
policy before final approval and payment. This process should not take longer than 15 working days, but it
must be recognised that some staff members approve hundreds of claims annually.

Approvers will often ask individuals for clarification or comments on certain expense claims – this is part of
good financial governance and should be seen as routine. Where an item is claimed that may potentially be
out with the policy, the approver will refer the claim to their line manager who will make a decision.

Appeals
There are three stages to the appeals process. Where a claim or part thereof is rejected, the member may
appeal to the approver’s line manager in the first instance. The second stage is an appeal to the treasurer,
who will respond within 2 weeks. Any challenge to the decision of the treasurer shall be made to the
remuneration committee. The decision of the remuneration committee is final.

                                                                                                  British Medical Association
                                                                                                  bma.org.uk

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Summary
1.    ll claimed items should be supported by an itemised receipt or invoice as specified in
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     these guidance notes. Itemised invoices for hotels must include the BMA name
     and address.

2.   F ailure to submit a receipt will result in delay and a possible non-payment of the item
      concerned. An exception applies to Oyster/tube fares where no receipts are available
      and single journeys are fixed cost. Oyster card ‘top ups’ will not be reimbursed. Credit
      card slips or excerpts from bank/credit card statements should not be used, as this does
      not constitute a proper receipt. Provision of receipts [or other proof of expenditure] is
      requirement of this policy.

3.    ll claims must be submitted within 3 months of the meeting date. In exceptional
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     circumstances, the treasurer may approve late claims.

In submitting a claim for expenses, you confirm that these expenses have been incurred
wholly and exclusively in the performance of your BMA roles and responsibilities and
conform to this policy. ‘Split’ claims can be made for travel costs and subsistence eg if
you are attending on the same day for meetings for both the BMA and other organisations.

Travel and expenses
Travel
1.    embers are asked to consider the impact travel can have on the environment by
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     looking at opportunities that minimise carbon emissions where possible.

2.    he most cost-effective method should be used for all travel taking advantage of
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     advanced booking, discounts and low fares where available. Savings can be considerable
     when booked several weeks (or more) in advance – and reimbursement can be claimed
     at the time of booking not just after the date of the meeting.

3.    o travel or other expense costs for accompanying persons, whether BMA members
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     or not, will be reimbursed unless prior approval has been given, unless they are
     also attending on BMA business. Where a member has a disability and requires a
     carer/accompanying person whilst on BMA business, we will meet the costs of any
     adjustments required. Prior approval must be sought from the treasurer.

4.   If no receipt is available, please submit the ticket.

5.    he cost of discount rail cards such as ’16-25 Railcard’, ‘Friends & Family Railcard’ and
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     ‘Senior Railcard’ will not be reimbursed.

6.    laims for appropriate and reasonable taxi fares and parking costs must be accompanied
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     by a receipt and will be reimbursed in accordance with the following conditions:

     a.     axis to and from home rail stations and airports should generally only be used
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           where the cost of personal car mileage plus parking is uneconomical or where
           parking is unavailable.

     b.     axis to and from BMA House (or other meeting venues) from mainline stations,
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           airports and distant hotels will generally only be reimbursed when public transport
           is unfeasible or unavailable – especially in the early morning or late at night when
           public transport is either not running or running irregularly; where equipment,
           heavy baggage or luggage is being carried on business; or when the person
           travelling is pregnant or has a temporary or permanent disability.

     c.     ar parking should be purchased in the most cost-effective way, booking in
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           advance where possible, especially when travelling via air.

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    7.   Standard class should be booked where the published total duration (timetable) of the
         one way rail journey is under one and a half hours, first class rail travel can be claimed
         where the published duration (timetable) of a one way journey is at least one and a
         half hours or more. Every effort should be made to book advance tickets – advance
         singles can give a substantial saving even when one leg (usually peak time to and from
         London) has no discount. Open/fully flexible return tickets must be justified by adding
         a comment in Concur and approvers will request this. Unnecessary use of open return
         tickets (e.g. for overnight stays when travel is evening off peak into London; or for half
         day meetings) may result in claims being only partially reimbursed.

    8.   Car, motorcycle and bicycle mileage can be claimed. The current rates can be found in
         the BMA committee & GPC rates and limits document.

    9.   City bike rental can be claimed.

    10. Air travel is permissible if the distance travelled is over 350 land miles or where road
        or rail travel is geographically impossible (e.g. Northern Ireland to the UK mainland).
        Only economy/standard class rate is claimable (except where flights are over 5 hours
        in length premium, economy or business class flights may be claimed) and should be
        booked in advance to secure the best price. Many airlines now charge separately for
        lounge access, additional baggage, preferential seating, priority boarding etc. Additional
        baggage/hold baggage and legroom seat costs will be reimbursed for low cost airlines
        where the most inexpensive tickets are hand luggage only. Lounge access costs and
        priority boarding costs will not be reimbursed.

    11. Where it is necessary to drive to BMA House in London, congestion or ultra-low
        emissions (ULEZ) charges can be claimed. Where similar schemes appear in other cities
        such costs will also be reimbursed.

    12. A
         ttendance at official dinners: travel expenses will be paid to members who attend
        dinners where they are representing the BMA with other stakeholder organisations,
        or who are attending formal dinners as part of their BMA office; and any other dinners
        approved in advance by the committee secretary or treasurer.

    Accommodation and subsistence
    1.    ll claims for meals, rooms and bed & breakfast will be reimbursed based on submitted
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         itemised receipts. The current maximum limits are reviewed annually, the current rates
         can be found in the BMA committee & GPC rates and limits document.

    2.   No round sum allowances will be paid.

    3.    inner can only be claimed where it is necessary to stay overnight away from home
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         prior to a meeting or event, dinner cannot be claimed on the evening following the end
         of a meeting or event. In circumstances where a member will not get home before 9pm
         because of the distance of the journey or the occurrence of unforeseen circumstances,
         food purchased (e.g. supermarket, shop, take away) may be claimed to a maximum of
         £10. The decision to approve such a claim will be at the discretion of the approver and
         decided on a case by case basis.

    4.   The BMA will not reimburse the cost of alcoholic beverages.

    5.    he BMA has negotiated discounted rates for certain hotels. Members are expected
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         to use these hotels in preference to others. Cost of overnight accommodation and
         breakfast must not exceed the current rates which can be found in the BMA committee
         & GPC rates and limits document.

    6.    taff will authorise reimbursement up to the maximum rate only outlined in the BMA
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         committee & GPC rates and limits document. Invoices for overnight accommodation
         should include the BMA name and address. Where the member chooses to stay at hotels
         distant from BMA House or with friends/family, public transport (tube, bus, DLR etc.)
         fares will be paid to and from the hotel. Taxi fares will not normally be reimbursed.

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7.    here a hotel booking is ‘room only’ breakfast may be claimed separately up to a
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     maximum of £15 subject to the overall hotel/B+B rate not being breached.

8.    ubsistence may be claimed for attendance at formal dinners as set out in Travel Point
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     12 above.

9.    vernight stays should only be undertaken and will only be reimbursed in certain
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     circumstances, namely:
     a. When a member needs to attend a meeting on successive days and it would be
          unreasonable to expect a daily journey between home and the meeting or event, or

     b.    When it would be necessary for a member to leave home before 6.30am.

     c.     vernight accommodation cannot be claimed for the night following the end of
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           a meeting or event unless you have another event/meeting the following day or
           unless approved in advance by the committee secretary or treasurer.

     d.    Or with specific approval of the treasurer.

Alternatives to hotels for overnight accommodation
     8.1 Gift for staying with friends and relatives
         Where members arrange to stay with friends or relatives whilst on BMA business,
         rather than staying in a hotel, the BMA will reimburse up to a value of up to £30 per
         night. This could be a small gift, meal or vouchers for example. A receipt must be
         provided to substantiate the claim.

     8.2 Airbnb
         Members may wish to make group bookings with Airbnb. It is the member’s
         responsibility to ensure the suitability of any booking made.

           One member must be responsible for the booking, ensuring that all guests are
           listed on the booking form and invoice. This member is also responsible for
           payment of the invoice on behalf of the group, ensuring all the relevant details are
           entered on to Concur when seeking reimbursement.

           The allowance for using Airbnb will be the same as when booking a hotel under
           the prevailing BMA committee rates and limits, net of the breakfast allowance as
           specified under point 7 Accommodation (above).

           Claims for subsistence will also be based on the prevailing BMA committee & GPC
           rates and limits.

           All claims for accommodation and subsistence must be fully supported by receipts,
           including supermarket receipts when self-catering. The current rates can be
           found in the BMA committee and GPC rates and limits document. Receipts must
           differentiate between what has been claimed for breakfast and dinner.

Childcare and associated expenses
1.   Reasonable childcare costs incurred to attend meetings will be reimbursed as follows:
     a. The expenses should be those which are necessary, reasonable and additional to
         the childcare costs the parent would be paying had he/she not been attending
         a BMA meeting on the day in question. Examples would include: an additional
         amount paid to a casual carer because of an earlier start and/or later finish; paying
         for childcare on a day when the parent would otherwise be looking after the child/
         children him/herself.
     b. Free childcare will be made available at BMA House (in the form of a mobile crèche),
         provided sufficient notice (minimum four weeks) is given by parents, for meetings
         at BMA House.

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         c.     embers who are bringing children with them whilst attending meetings, should
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               at all times use the transport companies offer of free travel for children and babies.
               Children under 5 travel free on trains and children under 2 travel free on airplanes.
               Any other requests for payment of additional travel costs must be approved in
               advance of booking with the relevant committee secretary.

    2.   In making such claims, members must attach a printed itemised invoice from the
         childminder/company for the additional costs incurred; including their name, address,
         dates and daily/hourly rate charged.

    3.   All additional claims made for childcare and associated expenses will be considered on
         an individual basis and referred to the treasurer for approval.

    Locums
    Members who incur locum costs while they are on BMA business can reclaim the cost
    subject to a maximum limit, the current rate can be found in the BMA committee and GPC
    rates and limits document.

    Reimbursement of locum costs may be claimed by all members (not just GPs) who
    have to pay for locum cover. All claims must be accompanied by an invoice from the
    Locum/Agency including their name, address, dates and daily/hourly rate charged
    otherwise claims will not be paid. Locum fees are not applicable to anyone claiming
    Honoraria for GPC related committees.

    Governance
     Policy title                 BMA committee and GPC expense policy
     Supersedes                   All previous BMA committee and GPC expense polices
     Version                      Sessional year 2021-2022
     Name of sponsor              BMA treasurer
     Approved by                  BMA treasurer / BMA finance committee & BMA board of
                                  directors
     Effective date               15 September 2021 - 30 June 2022* (or to the completion of
                                  ARM 2022 should it be deferred to a later calendar date)
     Next review date             June 2022
     Target audience              BMA committees, GPC, BMA chief officers
                                  (excluding BMA President)

    The BMA committee & GPC expense policy is the remit of the BMA finance committee,
    which reports to the BMA board of directors.

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Appendix
Key contacts

Concur account application:
If you do not have a Concur account with BMA, an application can be made via the
BMA website.

SAP Concur
For assistance in using and submitting expense claims on Concur contact
John O’Connor – Concur administrator T: 020 7383 6458 E: joconnor@bma.org.uk,
concurqueries@bma.org.uk Mon-Fri 9.00am – 5.00pm

Outside office hours:
Concur users support desk T: 0800 389 87 58
Please note this is for technical assistance only in using SAP Concur, the operator will not be
familiar with BMA and GPC committee policy and procedures.

British Medical Association
BMA House, Tavistock Square,
London WC1H 9JP
bma.org.uk

© British Medical Association, 2021

BMA 20210348