For some staff whose base has changed because of re-organisation, or they have alternative employment due to possible redundancy, they are entitled to claim for the excess mileage that they now incur travelling to their new base.
This article gives guidance on how to claim the excess mileage through the EASY Expenses system.
Please note that some NHS organisations have their own excess mileage policy that may operate differently to the guidance below. You should contact your local system administrator for clarification of your organisation's policy.
The following diagram shows in simple terms, an employee now travelling an extra 5 miles to and from their new base. They would, therefore, be entitled to claim a total of 10 miles (5 miles each way) as excess miles each day that they work.
Claiming Excess Miles
When completing the new expenses claims screen, you claim from Home to Base, and then select the icon for the return journey. You don't need to amend the claimed mileage field as the system will apply the appropriate adjustment when you submit your claim. The screenshot below shows the Excess Mileage claims for one day, you repeat these claims for each day that you work.
After you have saved the claims, they will appear in the Unsubmmitted Claims section. At this point the Payable column has the letters T.B.D. (To Be Determined).
Excess Miles Payable
Once you have submitted the claims for approval, the number of miles payable will be shown.
Fixed Excess Miles
It may be that before you started using the EASY Expenses system you agreed with your HR department that you could claim a fixed number of excess miles.
By clicking on the icon the message box will give the adjustment details. In the example below, the message explains that the excess mileage has been adjusted down to the fixed amount agreed 5 miles.
Dynamic Excess Miles
One of the features of the EASY Expenses system is, it uses Google Maps to obtain a more accurate distance, both in terms of the distance you used to travel to your old base and also the distance to your new base. In addition, the system can dynamically calculate the excess mileage payable, especially when you move home closer to or further away from your current base.
The following shows the excess mileage that would be a payable to another person using the more dynamic method to calculate the excess mileage.
You will notice that for the Home to Base journey 4.51 miles would be payable, and 4.42 miles for the return journey. By clicking on the icon the message box gives the adjustment details, including the method used by the system to calculate the excess mileage. The reason for this difference is that when you travel to work you may be turning right at roundabouts, which is further than when you turn left at the roundabout on the way home.
Claiming Other Journeys
Quite often people ask how they should claim other journeys, particularly if you start or end the journey at your home. The answer is that you claim those journeys as normal, and then claim the excess mileage as well. Surely not you say! The reason is, that when claiming for Business Miles where the journey starts or ends at your home the system will deduct the commuter mileage that you would incur travelling to or from your new base. Your excess mileage claims is to compensate you for the additional distance that you are having to travel to/from your new base, and is reimbursed at a different mileage rate; for the system to calculate the excess mileage you need to repeat the journey as an Excess Mileage claim.
As you will see from the Business Miles journeys above, the first journey started from the person's home, but they will only be paid for 1.31 miles because the Home to [New] Base distance of 17.8 miles is being deducted.
By claiming the excess mileage you will then receive the extra mileage that you are entitled to receive up to a maximum of the additional mileage that you now incur travelling to your new base.