Expenses

This list is not exhaustive.

You cannot claim expenses for:

• anything on behalf of a person who is not employed by Essex County Council (ECC) –this excludes professional expenses required as part of client contact, for example, food and drink during client contact visits
• anything on behalf of another employee
• gifts for employees – see the Gifts and Hospitality Policy (PDF, 454KB)
• eye tests, glasses and contact lenses – we provide eye care vouchers to cover appropriate costs with affiliated opticians
• union membership fees
• refreshments – only claimable as part of direct work with service users
• drinks purchased without a meal – HMRC defines a meal as including food and non-alcoholic drink

Office supplies and services

Some office supplies and services cannot be claimed through expenses, including:

• postage stamps or costs – Hybrid Mail should be used wherever possible
• photocopying – employees should use Corporate Document Services as required
• stationery for work use should be procured through the Banner catalogue in the Procurement section on My Oracle – management approval is needed before ordering
• home office equipment – you should order through the Banner catalogue in the Procurement section on My Oracle and management approval is needed before ordering
• IT equipment – you should request items through the Assyst Portal
• office equipment and furniture – you should contact the Mitie helpdesk

Parking

You cannot claim for parking at your usual work base. 

Where your current work location has free parking close by, this is dependent on the facilities available for that building and is not a contractual benefit or part of your employment terms. 

If your place of work changes, and your new location does not have comparable parking facilities, ECC is not obliged to provide alternative free or subsidised parking. You will not be entitled to compensation for any parking charges that may occur.

Some employees are eligible for free parking passes and may claim expenses while waiting for permits to be issued

If you are authorised to use ECC-owned parking (or other parking without incurring the usual charges), permission can be withdrawn at any time and for any reason. You will not be entitled to compensation for the cost of alternative parking.

Travel and accommodation

Travelling by air, rail (including tube) and ferry, and accommodation should be booked using the Travel Portal. If you did not book through the Travel Portal, you will need to explain the reason for this when making an expense claim. These claims may be followed up as policy breaches.

If travel is overseas, the foreign travel, gifts and hospitality policy should be followed.

Vehicles, charges and mileage

The following costs cannot be claimed on expenses:

• vehicle accessories, including AdBlue – fuel and vehicle costs are covered by the normal mileage rate
• parking or driving fines or penalties – you should drive and park legally and safely at all times
• mileage for additional passengers who are not ECC employees
• congestion and Low Emission (ULEZ) charges or tolls if your home or normal work base is within the congestion/ULEZ charge zone
• home to work mileage – this should be deducted first from all mileage claims, for example, if you travel 10 miles to your usual work base, this should be deducted from the total mileage you are travelling for business
• mileage and expenses for assistants funded by the Access to Work scheme – assistants can be reimbursed if the employee they support sets up them up as a regular payee on the Electronic Payment Request Tool