Travel and subsistence guidance for witnesses

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Please read the guidance below before completing the witness expenses claim form ( PDF format).

A) General

As travel and subsistence costs are being met from public funds strict rules will apply. You are asked to ensure that journeys are made in the most cost-effective manner, taking into account the various deals on offer.

More expensive forms of travel will only be reimbursed in exceptional circumstances and will need to be agreed with the Robert Hamill Inquiry in advance. You may claim for reimbursement of taxi fares or parking fees, for example, only where the expenditure is justified in your claim.

The deliberate submission of a false claim is a serious offence.

B) Methods of travel

Travel must be by public transport wherever practicable i.e. by bus or train, etc. rather than in your own car.

Air

Airlines describe their class of travel in three distinct bands:

• Band 1 – First
• Band 2 – Club, Executive, Business, Super Club, New Economy, Ambassador
• Band 3 – Economy, Tourist, Budget

Air travel will be paid at Band 3 only unless there are exceptional reasons, agreed in advance with the Robert Hamill Inquiry.

Sea

Sea travel will be at paid at standard class and must be arranged in the most cost effective way in terms of route and class (if a cabin is required).

Rail

Travel by rail will be paid at standard class and you must ensure that the journey is made by the most cost-effective method.

You may claim for reimbursement of the actual cost of your ticket and the original ticket, or, where you are unable to keep the ticket, the receipt (which can be requested at the point of purchase), must be attached to your claim.

Private car

If you use your car to undertake a journey, you must record the exact mileage of the entire journey. The cost of this journey will be reimbursed at the standard rate of motor mileage, which is currently 25.7p per mile.

Hire cars

Only in exceptional cases will we give authority for the use of hire cars. This must be agreed in advance with the Robert Hamill Inquiry.

Disabled drivers

If you are disabled and cannot travel by public transport and are reliant on your car, please let us know before you submit your claim and, again, ensure that you record the mileage for your journey.

Passenger Supplement

If you carry a passenger who is travelling in connection with the Inquiry, you may be paid a passenger supplement of 2p per mile for the first passenger and 1p per mile for any additional passengers. Your passenger’s name must be included in your claim.

C) Subsistence

General

Subsistence is intended to reimburse you for the necessary additional costs of travelling and accommodation concerning the Robert Hamill Inquiry. We will apply rates appropriate to the length of time spent travelling. Therefore, we need to know the time you left home, the time you arrived at your destination(s) and the time you returned home.

It should be possible to conduct business within a working day. If exceptionally you believe that you will need to be accommodated overnight, you must speak to the Robert Hamill Inquiry before making any arrangements.

Details

If your travel does not involve an overnight stay , you may claim a daily subsistence allowance of:

• £4.25 for over 5 hours on Robert Hamill Inquiry business
• £9.30 for over 10 hours on such business.

If you have to stay overnight (with prior authorisation by the Robert Hamill Inquiry), you can claim. ( on provision of actual receipts).

• The costs of bed & breakfast up to a ceiling of £100, on provision of actual receipts
• A daily allowance of £18.30 for lunch and dinner; and
• A personal allowance of £2.90.

If you stay overnight with friends or relatives , you can claim £25.00 per night plus a personal allowance of £2.90.

Remember: in order to calculate the appropriate rates, it is important that you tell us exactly when you left home, arrived at your destination and returned home.

D) Claims and payments

If you travel on two or more consecutive days your claim for reimbursement must not exceed the costs which you would have incurred had you stayed overnight, unless there are exceptional reasons.

Payment can only be made to the person who undertook the travel. The payment method is by personal cheque issued to your home address, unless you specifically request that it go to an alternative address.

Your claims, with full supporting details, receipts etc., should be sent to:

The Robert Hamill Inquiry
PO Box 50156
LONDON
SW1E 6WX

If you wish to agree any exceptional arrangements, or need any general advice, please contact the Inquiry’s Deputy Solicitor on 0207 976 0473 who will be happy to help.