Agenda item

This report contains further amendments to the Car and Travel Allowance Policy.

Discussion

The Chief Organisational Culture Officer introduced the report which recommended further amendments to the Car and Travel Allowance Policy previously agreed at the meeting on 2 July 2026. It was a light touch update on mileage rates, strengthening guidance relating to business travel claims, HMRC taxation requirements and employee responsibility. The amendments provided greater clarity on claimable taxable and recordable mileage and introduced clear examples to support consistent application of the policy. It was noted that as Local Government Reorganisation had now been paused (LGR), any further changes to the policy would be taken forward within the Gun Wharf staff travel plan project.

Mileage rates - In response to questions the Chief Organisational Culture Officer advised that in some circumstances, the Council's rates did differ from the HMRC rates, and some employees received additional allowances linked to particular car user statuses, mileage thresholds or business travel requirements. As a result, any increase in mileage rates would need to be considered alongside the potential removal or adjustment of other allowances currently received. There had been an intention to align arrangements with neighbouring authorities as part of the LGR discussions, but as this was no longer progressing at present, a full review would be incorporated into the Gun Wharf staff travel plan, which was also looking at a range of alternative transport options such as park and ride schemes and subsidised travel arrangements. A staff survey had recently been undertaken as part of the development of the travel plan, and the findings would be used to inform the design and facilities available at Gun Wharf. The Chief Organisational Culture Officer advised that she would update Members on the survey findings once the analysis had been completed.

Business Insurance – In response to concerns, the Chief Organisational Culture Officer advised that it was the line managers responsibility to check staff had the relevant documentation, such as appropriate business use insurance, where employees claimed mileage or received particular travel-related allowances. Records were maintained locally rather than centrally by Human Resources and employees were required to make a formal self-declaration when submitting mileage claims, confirming that they held the necessary business insurance and other relevant documentation. Annual reviews of mileage and car user status were also undertaken to ensure allowances were updated appropriately, with employees being added to or removed from particular schemes where necessary.

Travel efficiency and sustainable forms of transport – In response to a question, it was explained that the mode of transport expected for a role was often determined by the requirements of the post itself. Job descriptions identified where an employee was required to be a car user, particularly in roles involving multiple visits across Medway or attendance at residents' homes. These requirements were made clear during recruitment. For ad hoc journeys, however, such as travelling between Council sites, the method of travel would generally be a local management decision based on operational need, cost-effectiveness and efficiency. Officers noted that not all employees drove, with some relying on public transport, and each situation needed to be judged according to the most appropriate and practical means of travel.

Pool cars - The Council had previously explored the introduction of electric pool cars, but due to the COVID-19 pandemic this had not progressed as anticipated. Pooled vehicles remained under consideration under the travel plan.

It was suggested that generous mileage rates might discourage use of pool cars, however it was pointed out that there were other influencing factors such as concerns about wear and tear on personal vehicles, preferences for travelling to and from work on public transport, and a preference not to use personally identifiable vehicles. Therefore there remained circumstances in which employees might choose to use them.

Members noted the Joint Consultative Committee comments from the earlier meeting.

Decision

The Employment Matters Committee agreed the revisions to the car and travel allowances policy, as highlighted in Appendix 1 to the report.