Claim for Expenses and Advance of Travel ... - Army Cadet Force

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Revised 0
4
/10

Claim for Expenses and Advance of Travel Subsistence


Offline

Application

(JSP 752 refers)

JS Form JPA F016



In accordance with the Data Protection Act 1998, the Ministry of Defence
will collect, use, protect and retain the information on this form in
c
onnection with all matters relating to personnel administration and policy.


AA0
2
3

Part A


To be completed by the Claimant


The completed form, along with all original supporting documentation, is to be passed to Unit HR Admin staff for checking pri
or t
o input on JPA.


Service Number


Surname


Initials






























































Rank


Are you CFAV










Yes

No



Originating Unit

ESSEX ARMY CADET FORCE

UIN to be debited

TO303A



Authority for the Duty or Expense Claimed
(Note 2)

ACF MANU
AL




Type of Claim

(Note 3)

J
-

OTHER DUTY TRAVEL

Reimbursement Currency
(Note 4)

GBP



Where multiple lines of identical claims are being made, these may be consolidated into one line provided dates are given in
additiona
l information, which must also include actual daily
expenditure for each day of Day Subsistence claims.




Date
Expense
Incurred

Expense Type
Claimed

(Note 1)

Expense
Currency

Amount in
Expense
Currency

Mileage
Claimed (Total
Daily Distance)

Duty Locatio
n
Travelled From
(and
Country for Overseas
Claims if Applicable)

Duty Location
Travelled To
(and
Country for Overseas
Claims if Applicable)

No. of
Days
Claimed
(Note 5)


1


















































2


















































3


















































4


















































5


















































6




















































Revised 0
4
/10




Mandatory Additional Information
(see Note 6 for details)















Part B


Claimant’s Cer
tificate

This claim is made in accordance wit h t he current regulat ions det ailed in JSP 752
.



*
Where I am claiming Mot or Mileage Allowance (MMA):



I was not prov ided wit h t rav el warrant s or Serv ice prov ided t ransport and no f uel was obt ained f rom

Serv ice sources.



I had a v alid driv ing licence.



The v ehicle was insured in accordance in accordance wit h JSP 752 Chapt er 4 Sect ion 6.


*


I f I am / was in receipt of Home t o Dut y Trav el (HDT) (Aut omat ic), I hav e
insert ed a line f or HD
T (Aut omat ic)


Daily Abat ement t o abat e my MMA by t he daily amount of HDT (Aut omat ic) receiv ed.


*
Where I am claiming f or Day Subsist ence (DS)

I was necessarily absent f rom my normal place of duty f or over 5 hours, and 5 miles or over f rom my assigned
station, temporary assignment or home location.


*

I was not in receipt of Special Messing Allowance (SMA).


*
Where I am claiming f or Night Subsistence (NS):


*

I have booked hotel accommodation through DHRS (in accordance with JSP 752 Chapter
3 Section 1 & Section 2) and have the appropriate DHRS
issued booking ref erence number or


*

I am in possession of either a Non
-
Availability Certif icate (NAC) stating that suitable Service Accommodation / Messing was not available or,


*

A letter

f rom the Service unit stating that there was no suitable Service Accommodation / Messing available f or the area of temporary
assignment (including, where appropriate, why any available Service Accommodation / Messing was


deemed unsuitab
le) or


*

I was exempt f rom occupying Service Accommodation / Messing under the terms of JSP 752 Chapter 3 Section 1.


*

If I am / was in receipt of Lodging Allowance (LA) or Food and Incidentals Allowance (FIA) I am aware that JPA will abate my
claim by the appropriate f ood element as detailed in the appropriate regulations.


*

Where an Advance of Travel and Subsistence

has been claimed t
his is with respect to a duty that has been duly authorised.

I understand that any attempt to claim an Adva
nce f or any other reason constitutes an of f ence which cou
ld lead to

disciplinary action.
My claim has not been made excessively in adv
ance of the start of duty date.
I understand that I am obliged to submit a claim f or actual expenses incurred within 31
days of the Antic
ipated End of Duty Date (AEDD).
I

accept that
should I not submit a claim within this time f rame, or if the cumulative total of my submitted claims has a value less than t
hat of the advance, the balance of the advance will be recovered f r
om my Pay. This will occur during the next

payroll run af ter
31 days f rom the Anticipated End of Duty Date.


*

Where I am claiming f or
a Ref und of the Daily Food Charge and/or Core Meal
:


I paid f ood charges.


I was not in receipt of Lodgi
ng Allowance (LA), Special Messing Allowance (SMA), Living Out Supplemented rates of LOA (LOSLOA) or Food and Incidentals All
owance (FIA).


I was not provided with a packed meal or Service provided meal.


I actually incurred the cost of a m
eal and could not reasonably have been able to eat in a British or other Service Mess or Government subsidised canteen.


*
Where I am claiming f or Meals Out Allowance (MOA):


I purchased meals in commercial retail outlets on at least 9 occasions (f
or Regular Service personnel) or 2 occasions (f or Reserve Service personnel) during the calendar month.


I was not in receipt of Lodging Allowance (LA), Subsistence Allowance, Special Messing Allowance (SMA), Living Out Supplement
ed rates of LOA (LO
SLOA) or Food and Incidentals Allowance (FIA).


I did not receive a packed meal or Service provided meal.


I actually incurred the cost of a meal and could not reasonably have been able to eat in a British or other Service Mess or g
overnment

subsidised canteen.


*
Where I am claiming f or Insurance Allowance (IA)


I was required to move my Personal Ef f ects (PE) f or Service reasons and have purchased transit insurance.


I have not claimed Disturbance Allowance (DA) f or this mov
e.


*
Where I am claiming f or Families Assistance f or Visits Abroad (FAVA), Priv ately Arranged Passage (PAP) or Unaccompanied Bagga
ge I am in possession of a pre
-
approv ed application.


The expenditure claimed was actually and necessarily incurred by me f o
r duty purposes and receipts / supporting documentation is / are av ailable f or inspection. The duties / expenses to which thi
s claim relates were duly authorised.


I hav e not prev iously applied f or and subsequently receiv ed pay ment f or any item on this cla
im.


I will inf orm my Commanding Of f icer immediately of any changes in circumstances which may af f ect my entitlement to ref unds.


I agree that I will keep the receipts and supporting documentation f or a period of 24 months f rom the date of submission of t
he claim.


I understand that it is a serious of f ence to make or conspire to make any f alse statement on this claim or to withhold any in
f ormation relev ant to this claim, and that such an of f ence would lead to disciplinary action.

*
Delet e as appropriat e

D
ate













Claimants Signature








Complet ed f orm along wit h all original support ing document at ion is t o be passed t o Unit HR Admin st af f t o be check
ed and v alidat ed (JSP 752 ref ers) bef ore input t o JPA using t he Zoom f acilit y, or t ranscribing t he det ails ont o JPA Form F016
(a) f or
t ransmission t o JPAC.



Revised 0
4
/10

Part D


(To be completed by unit authoriser)


Only to be completed when a breach of policy occur
s
, an advance is claimed or SP is on ARL.



I have checked this claim in accordance with JSP 752
, a
nd
I authorise the breach(es) in policy on this claim
.


Rank / Grade








Surname
(in BLOCK capitals)












Date














Signature








All Original forms and receipts are to be returned to the claimant who is to be instructed to retain these for
24 months

from the date of submission of t
he claim.



Note
1

Ex
pense Type Claimed

(See also Note 5 for explanation on Abatement). In Part A enter the corresponding number for the Expense Type b
eing claimed
:



Receipt based Claims

1

Abatement (DS & NS)
-

FIA Food Element

2

Abatement (MMA)
-

HDT (Automatic)

3

Abatement (NS)
-

LA Food Element

4

Advance of Travel & Subsistence

5

Air Fare (Actual Cost)

6

Air Fare (Costs within MMA)

7

Airline
“Unaccompanied Minor” Charge

8

Airport Coach Fare

9

Airport Lounge Charges

10

Airport Taxes

11

Bus Fare

12

Carriage of Sports Equipment (Inc Towed)

13

CEA(SENA) Educat’l Psy chologists Report

14

Child Fare
-

SENA Child

15

Coach Fare

16

Congestion
Charge

17

Congestion Charge


London
CCZ
Resident s

18

Congestion Charge
-

Registration Fee

19

CTF
-

Bus Fares

20

CTF
-

Congestion Charge

21

CTF


Eurostar

22

CTF


Eurotunnel

23

CTF
-

Ferry

24

CTF
-

Ghurkha Families

25

CTF


MMA at CLR

26

CTF


Notional Air Fares

27

CTF


Taxi Fares

28

Driv ing Licences





29

Escort Fare


SENA Child

30

Escort Fees


SENA Child

31

Ev acuee Excess Accompanied Baggage
Costs

32

Ev acuee Telephone Costs

33

Excess Fare

34

Families

Assistance f or Visits Abroad

35

Ferry Cabin Charges

36

Ferry Charges

37

FIA
-

NHS Accomm Charges

38

FIA


NHS Accomm Utility Charges

39

Foreign Currency Exchange Costs

40

GYH (EY) Bus Fares

(incl’s GYH(EY)(OA))

41

GYH (EY) Ferry Costs

(incl’s GYH(EY)(OA))

42

GYH(EY) Flight Cost
s (incl’s GYH(EY)(OA))

43

GYH (EY) Hire Car MMA at CLR


Driv er



(incl’ GYH(EY)(OA))

44

GYH (EY) Hire Car MMA at Pass’ger % CLR



(incl’s GYH(EY)(OA)

45

GYH (EY)
-

MMA at CLR

(incl’s GYH(EY)(OA))

46

GYH (EY) Rail Costs

(incl’s GYH(EY)(OA))

47

GYH (
EY) Taxi Fares

(incl’s GYH(EY)(OA))

48

GYH (Islands) Actuals Within Flight Cost

49

GYH (O)
-

Actuals within MMA

50

GYH (O)
-

MMA at CLR (Family )

51

GYH (O)
-

MMA at CLR (Self )

52

GYH (O)
-

Up to MOD Flight Allowance

53

GYH (S)
-

Bus Fares

54

GYH (S
)
-

Eurostar

55

GYH (S)
-

Eurotunnel







56

GYH (S)
-

Ferry

85

MMA at Towing Rate (Carav an Only )

57

GYH (S)


F
light Costs

86

NI Journey s Bus Fares

58

GYH (S)
-

MMA at CLR

87

NI Journey s
-

M
MA at CLR

59

GYH (S) Hire Car MMA at CLR
-

Driv er

88

NI J
ourney s Taxis

60

GYH (S) Hire Car MMA at Pass’ger % CLR

89

Northern Ireland High

Motor Insurance

61

GYH (S)
-

Rail Fares

90

NS
-

Priv ate Arrangments Rate

62

HDT (Priv ate)

91

Operational Stand Down (OSD) MMA at CLR

63

HDT (Public)

92

Ov erseas Rent Allow
ance Utility
Charge

64

Hire Car Costs

93

Parking Fees

65

Hire Car Duty Fuel Costs

94

Parking Meter Charges

66

Host Nation Accomm Charges

95

Parent Fare
-

SENA Child

67

Incidental Expenses
-

Ov erseas

96

Passport/Visa Fees

68

Incidental Expenses
-

UK

97

Priv ately Arranged Passage

69

Inland Ferry Charges

98

PBF



Remov ed IAW JSP 752 CH 10 sect 9

70

Insurance Allowance

99

Rail Fare

71

Lodging Allowance
-

Agents Fee

100

Ref und the Daily Food Charge and/or Core Meal

72

Lodging Allowance
-

Rent Indemnity
Cost

101

RJ(RL)
-

Actuals within Flight Costs

73

Meals Out Allowance

102

RJ(RL)
-

NS
DHRS

Booked Accomm

74

Med, Dent, Opticians, Prescription Fees

103

SCV MMA at CLR

75

Military Equipment Supplement

104

Seat Reserv ation Cost

76

MMA at CLR

105

Sleeping
Berth Cancellation

77

MMA at ODR
-

O’sea (Driv er)
-

Duty Free

106

Subsistence Allowance

78

MMA at ODR


O’sea (Driv er)


Duty Paid

107

Taxi Fare

79

MMA at ODR


UK (Driv er)

108

Telephone Charges (Duty Phone Calls)

80

MMA at PCR/ODR
-

1
st

Passenger

109

Terminal Trav el Within Rebated Rail
Costs

81

MMA at PCR/ODR
-

2
nd

& Subs’t

110

Tolls


P
assenger

111

Tube/Underground Fares

82

MMA at PCR
-

O’seas (Driv er)
-

Duty Free

112

Unaccompanied Baggage Costs


OCASH

83

MMA at PCR
-

O’seas (Driv er)
-

Duty Paid

113

Unaccompanied Baggage Costs
-

UK PASH

84

MMA at PCR
-

UK (Driv er)




Part C


(To be completed by unit HR Admin staff)



All allowances claimed have been checked for compliance with JSP 752. Any breaches in policy have been approved by the unit
authoriser.
(Tick)



Details of the
claim have been checked and entered on JPA Expenses using the Zoom facility and returned to the claimant. Or transcribed ont
o


JPA F016a for transmission to JPAC.



(Tick)

Rank / Grade








Surname
(in BLOCK capitals)












Date














Signature








All Original forms and receipts are to be returned to t
he claimant who is to be instructed to retain these for
24 months

from the date of submission of the claim.



Revised 0
4
/10

Note 2

Authority for Claim

Enter authority for travel/claim. This could be a reference number provided manually by the unit, or the name of the officer

authorising the duty leadi
ng to the claim.


Note 3

Type of Claim


Enter
one

of the f ollowing (a separate claim must be submitted f or each type)


ref er to Self Service Assistance Guide f or details of what can be claimed under each type:

a.

Advances of Travel and Subsistence

b.

Change of
Assignmen
t

c.

Compassionate Travel

d.

HDT (Manual)


Public or Private

e.

Journey Non
-
Warrant Costs

f.

Medical & Dent al

g.

Other Duty Travel

h.

Miscellaneous

i.

Representative Sport

j.

Resettlement

k.

SCV Non
-
Warrant Costs


Note 4

Reimbursement Currency

You

must

select the currency appropriate to the nominated bank account into which JPA Expenses will be paid e.g. select USD for a US b
ank account.


Note:

Individuals are not permitted to use a foreign bank account for expenses unless they have been assigned overs
eas. A valid bank account must also exist in the
selected reimbursement currency. Excessive use of the foreign exchange facility must be avoided (further details of use of f
oreign bank accounts can be found in JSP
754 Chapter 2 Section 2).


Note 5

No of

Days Claimed


For monthly MMP/MOA/NS Claims you must enter total number of days claimed for each (In addition see note 6)


Entitlement to refund of expenses or allowances is laid down in regulations published in JSP 752 and rates are published in J
SP 752
and MOD Directed
Letters.


Individual claims are to be limited to the entitlements outlined in the regulations.


Any failure to comply with the regulations will be investigated
and may result in disciplinary action being taken in accordance with single Ser
vice procedures
.



If the policy outlined in JSP 752 states that the Expense type selected cannot be claimed at the same time as any other allow
ance (i.e. mutually exclusive), an
abatement line MUST be added to the claim.


Select the appropriate abateme
nt line from Note 1, and enter a negative value and daily rate equal to the amount of the regular payment that you are in rec
eipt of. For
example, if you are in receipt of Lodging Allowance (a regular payment which will not be stopped for short periods) an
d you are submitting a claim for NS, then you
must abate the amount of NS that you are claiming by the food element of the Lodging Allowance that you are in receipt of as
a negative amount.


Note 6 Additional Information Required When Claiming for


P
rovide


(This is NOT an exhaustive list)

Advances
.

.

Anticipated End of Duty Date






CC Registration Fee

.

Qualifying Address






NI High Motor Insurance

.

NI Cost and Central London Cost



MMA

.

.

.

Vehicle Registration & details of whether vehicle is less than 125cc or more than 126cc (<125cc or >126cc)


MMA
-

Passenger

.

.

Passenger Det
ails (Rank/Grade/Title, Surname, Service/Employee Number)


MOA/DS/NS

.

.

When multiple days within a month are claimed, enter the actual dates claimed for



Night Subsistence

.

.

DHRS Reference Number and hotel address






NS
-

PAR


.

.

Accommodation Address






PAP

.

.

.

List individual Items Claimed



Refund DFC and/or Core Meal When multiple days within a month are claimed, enter the actual dates claimed for



This form is to be used where access to the JPA Expenses Claim System has not been provided to th
e claimant. It is
not

to be used when the JPA system is provided, but
temporarily unavailable. If you are in
any

doubt about your eligibility to claim for Expenses you should contact your unit HR admin staff for advice before submitting t
his claim.