How to claim your travel expenses

Pulse Magazine 03 Oct 2007

Article by Dr Mandy Fry, Oxford District GP VTS Course Organiser

Rules governing the payment of a car allowance to people undertaking GP specialty training have changed. These rules apply to anyone starting in general practice on or after 1 August 2007.

Although some argue this is an attempt to surreptitiously cut pay, in reality the new rules – a mixture of fixed lump-sum payment and reimbursement – will prove good training for a future career as self-employed practitioner, or even a salaried GP.

The allowance now pays a lump sum to practices that provide a car for the GPStR’s business use – admittedly not a common occurrence these days. But, if your practice is generous enough to provide you with a car, the sum payable (to the practice) is £4,598.10 per year.

For travel expenses there are two main rates payable: ‘standard’ and ‘regular user’ rate. To qualify as a regular user, the GPStR must be required by the practice to travel on practice business and either

          1. travel an average of more than 3,500 miles a year, or

          2. travel an average of at least 1,250 miles a year, and

                    – necessarily use their vehicle an average of at least three days a week, or

                    – spend an average of at least 50% of their time on such travel including the duties performed during the visits, or

         3. travel an average of at least 1,000 miles a year and spend an average of at least four days a week on such travel including the duties performed during the visits.

 

If the GPStR qualifies as a regular user, they are eligible for an annual lump sum, paid monthly, in addition to claiming for travel expenses incurred.

 

 

What can you claim?

You can claim for business mileage incurred, including one return journey from home to your base of work per day, provided you subsequently use your car for official business that same day. This is subject to a maximum of 10 miles each way.

 

If you use your car to attend training, such as your day release course, then claim the difference between your normal home-to-base mileage and the home-to-training base return mileage.

For example:

Home to practice = 14 miles return

Home to postgrad centre = 30 miles return

Claimable travel expenses = 30-14 = 16 miles.

You may be eligible to claim for excess travelling expenses, particularly if your rotation involves a wide geographical spread or if you have a family and do not immediately move to the local area upon taking up your post. These rules are complicated and tie in with eligibility for removal expenses. To find out more visit the Department of Health or your deanery website.

 

How do you claim?

You need to record any business mileage incurred in your time employed as a GP registrar. This will need to be countersigned by your GP trainer and submitted directly to the PCT for reimbursement. Claim forms for should now be available from your deanery or PCT. They should be completed on approximately a monthly basis, and the expenses are payable in arrears.

It’s important you inform your car insurance company that you are now using your car for business as well as personal use. This should not affect your premium but will ensure you are covered in the unfortunate event of having a road traffic accident while visiting a patient.

Getting in the habit of recording your business miles is good preparation for your subsequent years of filling in endless tax returns. You may like to use this opportunity to develop your systems for recording expenses. One GP I know uses a separate credit car for all his motoring expenses (petrol, servicing, insurance and do on) to make these easy to track in the future. But don’t let the small hassle of recording the mileage and submitting a claim deter you from claiming what is rightfully yours.