Taxi usage policy Number: THCCGFI32 Version: V1 In general taxi usage will be limited to: Executive Summary Governing Body members or Senior Managers Committee Facilitators, only when transporting materials for the Governing Body or Committees of the Governing Body. All options for transport other than taxis must be exhausted prior to booking. Staff under exceptional circumstances, when approved by a Senior Manager. when taxi usage is a more efficient use of resources than several travel tickets. The use of Black Cabs must not be used in any circumstances. Date of ratification Finance Performance and Quality 22 nd August 2013 Document Author(s) Paul Balson Governance and Risk Manager Andrea Antoine Deputy Chief Finance Officer Who has been consulted? THCCG Senior Management Team 12 April 2013 Henry Black Chief Finance Officer 22 July 2013 Was an Equality Analysis required? With what standards does this document demonstrate compliance? References and associated CCG documentation No None None List of approvals obtained THCCG Senior Management Team 12 April 2013 Recommended review period April 2014 Key words contained in document Is this document fit for the public domain? Y / N Black cab, Minicab, Minicabs, Sharing taxis, Taxi policy, Taxi transport usage policy, Use of taxis Y If No, why? Date of ratification: August 2013 [THCCGFO0032 Use of taxis policy] Page 1 of 6
Contents 1 Purpose and scope... 3 2 Responsibilities... 3 3 Policy... 3 3.1 Policy statement... 3 3.2 Issues for consideration... 4 3.3 Booking of taxis... 4 3.4 Use of Black Cabs... 5 3.5 Timings... 5 4 Taxis for personal use... 5 5 Activity monitoring... 5 6 Monitoring, audit and evaluation... 5 7 Review... 5 8 Associated CCG documentation... 6 Date of ratification: August 2013 [THCCGFO0032 Use of taxis policy] Page 2 of 6
1 Purpose and scope The purpose of this policy is to ensure efficient and effective use of resources by avoidance of taxi misuse whether they are black cabs or minicabs through the use of a corporate account. This policy applies to all employees of NHS Tower Hamlets Clinical Commissioning Group (THCCG), any staff who are seconded to THCCG, contract, locum and agency staff, suppliers and any other individual working on THCCG premises or business. This Policy also applies to THCCG Office Holders, e.g. Members of the Governing Body and its Committees / Sub-Committees. 2 Responsibilities Party Key responsibilities Chief Finance Officer Overall responsibility for the use of taxis in the CCG including: allocating sufficient resources for the use of taxis. Ensuring that all costs incurred are legitimate, particularly regarding staff usage Senior Managers (8c and above). To ensure that staff use of taxis is compliant with this policy i.e. only used in exceptional circumstances and never for personal use. All Staff To ensure that use of taxis is compliant with this policy i.e. only used in exceptional circumstances and never for personal use. 3 Policy 3.1 Policy statement In general taxi usage will be limited to: Governing Body members or Senior Managers when taxi usage is a more efficient use of resources than several travel tickets. All options for transport other than taxi must be exhausted prior to booking. Governance and Risk Team, only when transporting materials for the Governing Body and Committees of the Governing Body. Staff under exceptional circumstances, approved by a Senior Manager. NHS Tower Hamlets Clinical Commissioning Group taxis are never for personal use. Date of ratification: August 2013 [THCCGFO0032 Use of taxis policy] Page 3 of 6
3.2 Issues for consideration Taxis should only be used in the following circumstances. 3.2.1 When a taxi can be shared by more than one member of staff going to the same / proximal location Where several members of staff are going between venues, it may be more economical to use a taxi rather than public transport. All options for transport other than taxis must be exhausted prior to booking. The journey is essential an essential journey can be (but is not limited to): When public transport is not available or too time consuming to be able to attend your next appointment. Being sent home from work due to ill health or other compassionate grounds. Being requested to work during a major incident when public transport is not available or too time consuming. Work delay, where staff who normally commute by public transport are delayed unexpectedly at work beyond their normal finishing time and public transport has ceased. Senior Managers have overall responsibility for the use of taxis in their team(s) and must ensure that they are used justifiably and responsibly. 3.3 Booking of taxis The requestor must have clear authorisation from their Senior Manager or a nominated deputy. In order to minimise costs, staff administering the taxi booking must manage demand for taxis/couriers and to direct staff to suitable alternative transport where appropriate. Taxis may be organised to be shared where possible. Someone booking a non-urgent journey may be asked to delay or advance their journey by a reasonable time so that they may be able to share a taxi. The Chief Finance Officer has final approval for all taxis. When booking taxis the following information should be recorded by the person booking the taxi: Staff, service users or other details e.g. item to be transported. Pick up time and journey details. Name of person booking the taxi. Name of authorising person to enable the booking to be made you must give the full name and position of those authorising you to make the booking i.e. which Senior Manager? Contact number. Budget code. Special requirements wheelchair vehicle, van, etc. Date of ratification: August 2013 [THCCGFO0032 Use of taxis policy] Page 4 of 6
3.4 Use of Black Cabs The use of Black Cabs must not be used in any circumstances. 3.5 Timings Taxis must be pre-booked at least an hour before transport is required. To avoid unnecessary waiting time charges, members of staff who have a taxi booked but are not able to be picked up at the agreed time must advise the company immediately as waiting time will be charged. 4 Taxis for personal use Taxis for personal use are not to be booked using CCG contracts. Where a member of staff is found to have used the taxi service for personal benefit without appropriate authorisation this could result in disciplinary action and any charges relating to the journey will be recovered from the individual. Any Repeated abuse of this will result in a referral to counter fraud services and will result in disciplinary action. 5 Activity monitoring The taxi company will send itemised invoices to the Finance Department. These will be validated through the Finance Department following which reports of usage will be passed to Senior Managers for further scrutiny. The Chief Finance Officer will ensure that all costs incurred are legitimate, particularly regarding staff usage. Taxi journeys over 30 and any journeys with waiting time costs will be subject to review. Staff will be contacted as part of this process. 6 Monitoring, audit and evaluation What standards / key performance indicators will you use to confirm this document is working / being implemented Method monitoring of Monitoring information prepared by Minimum frequency monitoring of Monitoring reported to Quarterly accounts received will be validated through the Finance Department following which reports of usage by team will be subject to further scrutiny. Review Quarterly invoices of taxi Finance Department Bi-Annually Chief Finance Officer Audit Committee 7 Review This policy will be reviewed no sooner than April 2014. Date of ratification: August 2013 [THCCGFO0032 Use of taxis policy] Page 5 of 6
8 Associated CCG documentation Gifts and Hospitality Policy Standing Financial Instructions Counter Fraud and Corruption Policy Date of ratification: August 2013 [THCCGFO0032 Use of taxis policy] Page 6 of 6