Travel and subsistence guidance

Please read the guidance below before completing the witness expenses claim form. The form is available as a Microsoft Word document or as a PDF.

witness expenses claim form Word format icon MS Word format

witness expenses claim form PDF document PDF format

 

Travel Expenses

Public transport: We will repay in full your rail, bus, coach and tube fares at standard class rates.

Car: If you use your own vehicle, we will pay you 25p a mile. If you give a lift to another witness who is also giving evidence to the Inquiry or to a person authorised to come with you, we will pay you an extra 2p a mile for the first passenger and 1p a mile for every other passenger. In very unusual circumstances, if you can show that you had to use your own car instead of public transport (for example, because there was no public transport, or because it saved you a considerable amount of time and money, or because you are disabled or elderly), we may pay you a higher rate of 45p a mile. You will need to prove to us that you needed to use your own car to be eligible for the higher rate.

Motorcycle: Similar rules apply if you use your own motorcycle. We will pay you 23.8p a mile. In very unusual circumstances, we may pay you the higher rate of 25.4p a mile if you can show that you needed to use your own vehicle instead of public transport.

Bicycle: If you travel by bicycle we will pay you 20p a mile.

Parking: We will normally only pay parking charges if you can prove that you needed to use your own vehicle. Please note that in no circumstances will we pay parking fines incurred while giving evidence to the Inquiry.

Taxi: We will only pay the cost of taxi fares or other hired vehicles (including any reasonable tips) in an emergency, or if you are ill, disabled or elderly, or if you had no other available method of transport. You must provide receipts. Please note that we will not pay the cost of a taxi to wait while you are giving evidence.

Other transport: If you plan to use some other form of transport (such as by air or sea), contact the Inquiry witness liaison team on 020 7976 0475 for advice about whether we will pay the cost. If we agree, we will only pay the economy class fare.

Advance payments: We will only pay travel costs in advance if you need urgent help to get to the Inquiry premises. This will normally be a rail warrant or train tickets but we may provide a cheque or cash payment if rail travel is not possible.

You must mention on your claim form any cash or cheque advance payments or any rail warrants or train tickets that you have been given. If you travel by air, we will normally buy your ticket for you.

 

Accommodation and Subsistence

Day subsistence

  • Attendance lasting up to five hours £2.25
  • Attendance lasting between five hours and 10 hours £4.50
  • Attendance lasting over 10 hours £9.75

These are fixed allowances towards the cost of refreshments and we will pay you the appropriate amount automatically. Your attendance includes time spent travelling to and from the Inquiry premises as well as the time you spend giving evidence. You can only claim for time when you had to attend. If you stayed on after finishing giving evidence, we will not pay you for this time.

Overnight allowance

If you cannot get to the Inquiry to give evidence in time in the morning or get home on the same day after giving evidence, you may have to stay overnight.

  • Attendance overnight in Northern Ireland, hotel paid for by witness £65.00
  • Attendance overnight in London, hotel paid for by witness £95.00

Plus

  • Night subsistence allowance £21.00
  • Personal incidental allowance £5.00

For allowances for attendance in other locations in the UK, Ireland or elsewhere, please consult the witness liaison team on 020 7976 0475.

If requested the witness liaison team will arrange and pay for bed and breakfast accommodation in a hotel. If an evening meal is also included, you will only be entitled to the personal incidental allowance. If no evening meal is included, you will also be entitled to the night subsistence allowance. These allowances are fixed amounts towards the cost of meals, refreshments, accommodation and other expenses when you have to stay away from home. The overnight allowance covers your absence from home for 24 hours. If you are required to stay on or if you are travelling home after this 24-hour period, we will pay day subsistence at the appropriate rate.

If you stay with family or friends, you will only receive the following single payment.

  • Night subsistence allowance £25.00

 

Loss of Earnings

If you are employed, the maximum we will pay you for lost earnings is:

  • for an absence from work of up to four hours £33.50
  • for an absence from work of over four hours £67.00

These payments are tax-free. To claim loss of earnings, you must get your employer to fill in this section of your claim after you have attended the Inquiry to confirm the amount of earnings lost.

Please note that you cannot claim compensation for your employer.

If you are self-employed, the maximum we will pay you for lost earnings is:

  • for an absence from work of up to four hours £42.95
  • for an absence from work of over four hours £85.90

These payments are taxable as business receipts. To claim loss of earnings, you must provide some proof of your self-employment such as a business card or letterhead with your name on it, the firm's stamp, tax or VAT reference or an accountant's letter. You may also have to provide proof of your lost earnings. We can decide to pay you the self-employed rate, but will not do so automatically.

Childcare and Other Costs

Childcare costs

The most that we can repay you if you employ someone to cover your absence or for childcare is £67.00 for each day you attend to give evidence. You must ask them to fill in this section of the claim form to confirm how much you have paid them. You cannot normally claim for employing someone to cover your absence or for childcare costs if you are also claiming loss of earnings.

Other costs

If you have had any other costs not covered explicitly in the claim form, you should give full details in this section and provide receipts. The maximum allowance payable for such costs is £67.00 for each day you attend the Inquiry to give evidence.

*** Please note: Your claim MUST be submitted within thirty (30) days from costs being incurred. Claims submitted outside this period CANNOT be accepted. ***

*** Claims MUST be fully supported by detailed receipts and certified proof of any loss of earnings. ***

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

The Robert Hamill Inquiry
PO Box 50156
LONDON
SW1E 6WX