Updated policy – meals allowance rates and overnight accommodation
Please note the following updates to the Council’s travel and subsistence policy for SLGE staff effective from the October travel claim period onwards (starting Monday 29 September 2025)
Meal allowance rates
Following a review of the current allowance rates, we have made the following increases to reflect rising food costs.
| Meal | Max amount where expense date fell before 29/09/2025 | Max amount where expense date falls on or after 29/09/2025 | Time Period |
| Breakfast | £5.00 | £7.00 | Leave home prior to 7.00am |
| Lunch | £6.00 | £8.00 | Out of office between 12.00pm to 2.00pm |
| Dinner | £15.00 | £20.00 | Do not return home until after 7.00pm |
Changes to overnight accommodation allowance
To ensure best value for the Council and to make sure you’re not out of pocket, bookings for overnight accommodation should now be made through the Procurement Team.
As we have withdrawn the allowance for overnight accommodation costs from 29 September 2025, you will no longer be able to claim through HROnline. Please contact the team who will be happy to help with your booking.
What do I do if I have an outstanding overnight accommodation cost to claim or have to book emergency accommodation?
In an emergency, if it’s not possible to book through the Procurement Team, or you are owed payment for accommodation costs you haven’t previously claimed back through HROnline, please provide details and receipts to your manager who can arrange a payment request to reimburse your costs. Please note that in all other circumstances, accommodation must be booked through the Procurement Team and that claims will only be processed in emergency situations.
Claiming back your costs
If you are a SLGE member of staff looking to claim back your costs, you should complete the expenses claim form called ‘V2 All other Employees – Expenses Claim Form’ on HROnline. The form has been updated in the background to apply the new allowance maximums based on the date you claim back costs for.
This change applies to SLGE staff only. Teachers and Chief Officers are not affected by this change.
Contact
If you have any questions or need help completing or authorising a claim form, please contact the HROnline Support Line on 01546 605513 (Option 3) followed by option 3.
Kind regards
Jane Fowler
Head of Customer Support Services
