Staff Expenses

Roedd y cais yn llwyddiannus.

Dear University of Reading,

The cost of living in the Reading area is high, approaching that of London, yet staff do not receive a 'weighting' for the cost of living. Where public transport is not available for travel i.e more rural areas financially hard pressed staff are expected to finance University of Reading UK vehicle travel using either their own vehicles and / or fuel for cars supplied by the University. Reimbursement of staff expenses can be quite slow by the finance team.

Please could the University supply total figures for expenses claimed back by staff for vehicle travel during 2017 for the following;

a) Staff own vehicles
b) University Hire cars

Please could the University also supply the figure for average reimbursement time for staff expenses from submission to reimbursement using the Agresso Accounts system for the whole of 2017.

Yours faithfully,

Mrs Dawn Wedd

IMPS, University of Reading

Dear Ms Wedd

This is to acknowledge receipt of your request for information below and to let you know it is being processed.

We'll get back to you as soon as we can, but in any case within 20 working days from 16/02/2018.

In the meantime, if you wish to add any further details or check on progress, please reply to this message, without altering the 'Subject:' line, so that we can track your input and respond promptly. (IMPS#02113)

Yours sincerely,

Sinead Latham

Information Compliance Officer
Information Management & Policy Services (IMPS), University of Reading, Whiteknights, Reading, RG6 6AH
t: +44 (0)118 378 8981 www.reading.ac.uk/internal/imps

dangos adrannau a ddyfynnir

IMPS, University of Reading

Dear Ms Wedd

We would like to request some clarification regarding your above referenced FOI request, please.

Please could you confirm what qualifies as 'University Hire Cars', does this mean cars which members of staff have hired from rental companies or staff who have purchased cars through the University Lease scheme, or other?

Please be aware that if compliance with your request would be estimated to exceed the appropriate costs limit established by section 12 of the Freedom of Information Act 2000, we may not be able to determine whether we hold the requested information.

Your request is on hold pending receipt of this clarification.

Sinead Latham

Information Compliance Officer
Information Management & Policy Services (IMPS), University of Reading, Whiteknights, Reading, RG6 6AH
t: +44 (0)118 378 8981 www.reading.ac.uk/internal/imps

dangos adrannau a ddyfynnir

Dear IMPS,

You asked;

'Please could you confirm what qualifies as 'University Hire Cars', does this mean cars which members of staff have hired from rental companies or staff who have purchased cars through the University Lease scheme, or other?'

In reply;

This means cars hired on a daily (or longer) basis by the University for staff to use for their work & where the invoice for car hire is sent direct to the University by the car hire company. The staff are the expected to fill the car up at the end of hire / as necessary & claim the money back through expenses.

I trust this clarifies matters.

Yours sincerely,

Dawn Wedd

IMPS, University of Reading

Dear Ms Wedd

Thanks for your clarification.

Your request is now off hold. We will get back to you as soon as we can but nonetheless within 20 working days from 16.02.18.

Kind regards,

Sinead Latham

Information Compliance Officer
Information Management & Policy Services (IMPS), University of Reading, Whiteknights, Reading, RG6 6AH
t: +44 (0)118 378 8981 www.reading.ac.uk/internal/imps

dangos adrannau a ddyfynnir

IMPS, University of Reading

1 Atodiad

Dear Ms Wedd,
 
We have completed the compilation of information in response to your
request.
 
We can confirm that we do hold some information of the description
specified in your request. Our responses are given in the attached
document.
 
Please note, in response to question a) we have provided data in relation
to spend on account codes for mileage (5020) and intercampus travel
(5025), this is spend for staff owned vehicles. In response to question b)
we have provided data in relation to staff expenses claims for payment of
petrol costs (account code 5040), the only reason Finance department pay
petrol costs for staff is if they have used a hire car. If staff had used
their own vehicle they would claim for the mileage and thus fall into
response for question a).
 
Please be aware we do not hold ‘average reimbursement time for staff
expenses from submission to reimbursement’, and we are not required to
create new information for the purposes of FOI. However, under section 16
(duty to provide help and assistant), we have provided, on tab four of the
attached spreadsheet, the submission of expense data, which includes the
date the claim had been approved and date the transaction was updated on
Agresso for BACS payment. Please note, this includes all types of ‘travel’
and ‘expense’ claims.
 
 
 
We are required to include details of our complaints procedures, including
your rights to apply to the Information Commissioner.  The procedure is
detailed in our Freedom of Information and Environmental Information
Regulations policy on the web at
[1]www.reading.ac.uk/freedom-of-information-policy
 
If we are unable to resolve any complaint, you can complain to the
Information Commissioner, the independent body who oversees the access to
information regimes:
 
Information Commissioner
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
 
Email: [2][email address]
 
Yours sincerely
 
 
Rebecca Daniells
Data Protection Officer
 
Information Management & Policy Services (IMPS), University of Reading,
Whiteknights, Reading, RG6 6AH
[3][University of Reading request email]    t: +44 (0)118 378 8981   
[4]www.reading.ac.uk/foia
 
 
 

dangos adrannau a ddyfynnir

Dear IMPS,

Thank you very much for supplying this information.

Yours sincerely,

Dawn Wedd