how to guide - hampshiredocuments.hants.gov.uk/corprhantsweb/summaryofallowancesguida… · terms...

1. Purpose This document defines the allowances processes which have been approved for use with Hampshire Constabulary. It clarifies the procedure(s) to be complied with within Hampshire Constabulary for both self service and centrally managed allowances.

2. Scope

This allowances document applies to:

Police Officers

Police Staff (including HC hosted units)

Special Constables This document does not apply to Volunteers, Contractors or Agency workers including Tempforce.

How to guide ….. Allowances

HC– How to guide allowances – v1.10 of 75

3. How to use this document Principles This framework defines the allowances processes which have

been approved for use with Hampshire Constabulary. It clarifies the procedure(s) to be complied to within Hampshire Constabulary for both self service and centrally managed allowances. This document has been written in the third person whereby the terms “police officer”, “police staff” and “individual” are used. Throughout the document, a ‘requirement’ is indicated by the word 'must'.

Supplementary reference table for further information

Type of query Refer to…

Bonus payments

FPP 33007- Bonus Payments

Market supplements FPP 24003 – Market Supplements

First Aid allowances FPP 21321 – Health & Safety Training

Police Officer relocation FPP 33014 – Regulation 35 –Relocation Assistance for Police Officers

Redundancy (police staff only)

FPP 33009 – Redundancy

If you are unsure which policy to use please contact HR Operations

Health & safety considerations

All staff and managers need to be aware of their obligations under the Working Time Directive and ensure that staff do not work excessive hours and take adequate breaks. The Constabulary is committed to ensuring the health, safety and welfare at work of its staff. Any health and safety issue identified during a risk assessment must be dealt with in accordance with the Health and Safety Policies and Procedures. Further advice should be sought from the Occupational Health, Safety and Welfare team.


Contents 1a. Bonus payments - General ........................................................................................................... 5

1b. Bonus payments – Firearms ......................................................................................................... 7

1c. Bonus payments – Detective Constables and Police Staff Investigators ..................................... 8

2a. Overnight allowance – Police Officers .......................................................................................... 9

2b. Overnight allowance –Police Staff .............................................................................................. 11

3. Hardship allowance – Police Officers only .................................................................................... 12

4. Call out allowance – Police Officers only ...................................................................................... 13

5. Standby allowance – Police Staff only .......................................................................................... 14

6. Acting up – Police Officers only .................................................................................................... 15

7. Acting up overtime – Police Constables only ................................................................................ 17

8. Temporary higher responsibilities (acting up) – Police Staff only ................................................. 18

9. Temporary higher responsibilities (temporary promotion) – Police Staff only .............................. 20

10. Temporary higher responsibilities (acting up) overtime – Police Staff only ............................... 21

11. Contractual overtime – Police Staff only ..................................................................................... 22

12. Payments for irregular hours working - Police Staff only ............................................................ 23

13. Market supplements – Police Staff only ...................................................................................... 24

14. First aid – Police Staff only.......................................................................................................... 25

15. Dog handlers allowance – Police Officers only ........................................................................... 26

16. South East England allowance – Police Officers only ................................................................ 27

17. Overseas cost of living and overseas hardship – Police Officers only ....................................... 28

18. Unsocial Hours allowance – Police Officers only ........................................................................ 29

20. Night time premium allowance – Police Staff only ...................................................................... 31

21. Weekend enhancement – Police Staff only ................................................................................ 32

22. Honoraria – Police Officers only ................................................................................................. 33

23. Honoraria – Police Staff only....................................................................................................... 34

24. London Weighting – Police Officers and Police Staff ................................................................. 35

25. Central Services – Police Officers and Police Staff .................................................................... 36

26. Ex-Gratia payment – Police Officers (Historical Allowance) ....................................................... 37

27. Lost Earnings – Special Constabulary ........................................................................................ 38

28. Court Compensation – Police Officers and Police Staff ............................................................. 39

29. Qualified Relocation (Regulation 35) – Police Officers only ...................................................... 40

30. Compensatory Grant – Police Officers only (Historical Allowance) ............................................ 41

31. Severance Payment (Redundancy) – Police Staff only .............................................................. 42

32. Payment in Lieu of Notice (PILON) – Police Staff only ............................................................... 43

33. Arrangements for payment/ deduction of time off in lieu, rest days in lieu and holiday pay in lieu when leaving – Police Officers and Police Staff................................................................................ 44

34. Tutor Allowance – Detention Officers - Police Staff only ............................................................ 45

35. Recall to duty – Police Staff only ............................................................................................... 46

36. Other guidance ............................................................................................................................ 47

Appendix 1 – Categories for bonus payment .................................................................................... 48

Appendix 2 – intended to be blank .................................................................................................... 50

Appendix 3 – Standby details ............................................................................................................ 51

Appendix 4 – Claiming Police Officer acting up and acting up overtime (acting up overtime applies to PC acting to PS only) .................................................................................................................... 53

Appendix 5 – Market supplements .................................................................................................... 54

Appendix 6 – Overseas cost of living and hardship .......................................................................... 55

Appendix 7 – Shift Allowance (working outside of normal office hours) ........................................... 57

Appendix 8 – Self-service allowances .............................................................................................. 58

Appendix 9 – Centrally Managed allowances ................................................................................... 60

Appendix 10 – Historical Allowances ................................................................................................ 61


Appendix 11 – Claiming Police staff acting up and acting up overtime ............................................ 63

Appendix 12 – Holiday Pay Payments .............................................................................................. 70

Appendix 13 – Resolution processes ................................................................................................ 71

Governance ....................................................................................................................................... 74

Record of amendments ..................................................................................................................... 75


1a. Bonus payments - General Definition A discretionary one-off bonus payment, awarded by the Chief Constable

to recognise occasional work of an outstandingly demanding, unpleasant or important nature.

Eligibility To be eligible for a bonus payment, the work of the individual must be:

occasional; and

outstandingly demanding, unpleasant or important (or for team payments only, outstanding work for the public).

Policing duties are generally demanding, unpleasant or important; therefore the emphasis should be on ‘occasional’ and ‘outstandingly’ when considering eligibility (beyond conventional working).

Evidence to support payment of a bonus must be submitted with the request for payment, see below how to claim. An individual can claim, and be nominated, for eligible work undertaken during the current financial year. There is no limit on the number of times this type of payment can be paid per year unless specified. The Honoraria payment guidance at section 20 should be referred to in the first instance when considering police staff for one-off payments in recognition of factors not reflected in the basic pay of their job. See Appendix 1 – Categories of bonus payment for further information.

What is the amount?

Individual bonus payments - between £50 and £500. Team bonus payments - between £50 and £100. This payment is subject to tax and National Insurance deductions. This payment is non pensionable for Police Officers and pensionable for Police Staff.

How to claim

The individual can claim applicable bonus payments as set out in Appendix 8 via ESS Lite, The principles of claiming allowances will apply. For Bonus Payments to recognise Police Officers for ‘occasional’ and ‘outstandingly’ work require approval by the Deputy Chief Financial Officer and Deputy Chief Constable based on a business case put forward by the officer’s line manager. Evidence to support the request must be submitted when seeking approval using the bonus payment application form. Each application will be reviewed on a case by case basis. The Force is committed to ensuring consistency and fairness and that the payment is appropriate for the work undertaken.


Allowance Owner Resolution Process

Anonymised data will be reviewed periodically by the Ethics Committee. Once approved, request for payment is sent by the Chief Financial Officer to HR Operations, with the Line Manager in copy, stating who the payment is for, the amount to be paid and when the payment should be made. HR Operations. Please refer to the allowance owner in the first instance, see Appendix 13.


1b. Bonus payments – Firearms Definition A quarterly bonus payment for officers within the Firearms unit. Eligibility Payments are made per quarter and the officer must have worked the

full quarter to qualify. The officer must;

be operationally competent in the role, including training and fitness tests

be accredited and authorised to carry a firearm

have no formal proceedings under the Unsatisfactory Performance procedure.

Payment amount

£500 per quarter. No adjustment for part time or pro rata payments. This payment is subject to tax and National Insurance deductions and is non pensionable.

How to claim Allowance Owner Resolution Process

This will be centrally managed by HR Workforce planning, in conjunction with the Chief Inspector, Firearms, please refer to Appendix 9. HR Workforce Planning. Please refer to the allowance owner in the first instance, see Appendix 13


1c. Bonus payments – Detective Constables and Police Staff Investigators

Definition A bi-annual (6 monthly) bonus payment for Detective Constables and

Police Staff Investigators. Eligibility The Detective Constable/ Police Staff Investigator must;

be undertaking an investigation role

be fully accredited in the ‘Professionalising investigation programme’ (PIP2) – carrying out serious and complex

investigations

have maintained the minimum requirement of 20 hours per annum authorised CPD learning. For further information please click link

PIP 2 CPD Guidance

have completed their CPD performance

have no formal proceedings under the Unsatisfactory Performance procedure

have worked the entire defined six month period. Officers in Temporary Detective Sergeant roles will not be eligible for the payment.

Payment amount

£500 bi-annually. No adjustment for part time or pro rata payments. This payment is subject to tax and National Insurance deductions and is non pensionable for police officers and pensionable for police staff.


This will be centrally managed by HR Workforce Planning, in conjunction with the Detective Superintendent, Investigations, please refer to Appendix 9. HR Workforce Planning. Please refer to the allowance owner in the first instance, see Appendix 13

https://www.app.college.police.uk/app-content/investigations/introduction/#pip


2a. Overnight allowance – Police Officers (currently under review)

Definition The Away From Home Overnight Allowance is cited in Regulation 34, Police Regulations 2003, Annex U and became statute in Determinations which came into force on 1st April 2012. These Determinations were subsequently expanded upon in Home Office Circular 010-2012, which was published on 16th April 2012.

Eligibility Officers up to and including the rank of Chief Inspector who are ‘held in reserve’ overnight may be eligible for payment of the Away From Home Overnight Allowance. The Constabulary’s interpretation of officers ‘held in reserve’ overnight is:

serving away from their normal place of duty, whether in or out of force and for the purposes of this allowance, an officer’s normal place of duty is their current place of duty, whether this is on a temporary or substantive basis.

required by the Force to stay in a particular, specified place (location overnight), rather than being allowed to return home.

Officers are not entitled to the allowance if they are:

away from home primarily for training purposes. This includes formal and informal training courses, conferences, seminars and any briefings which are ancillary to the training event. (Note: there is a separate allowance that may be claimable for those on residential training courses.)

carrying out routine enquiries. Officers carrying out routine enquiries or everyday duties, which form a regular part of their role, are not entitled to the allowance, whether within Force or otherwise.

There are no mandated restrictions on officers when off duty and any reference to being ‘held in reserve’ simply relates to the officer being required to stay in provided accommodation. The deployment may be to provide assistance to another force under section 24 of the Police Act 1996 or otherwise.

Payment amount

£50 per night. This payment is subject to tax and National Insurance deductions and is non pensionable. Any queries regarding entitlement to the allowance should be sent to Financial Compliance [email protected].

How to claim

The officer can claim this allowance via ESS Lite, please refer to Appendix 8. The principles of claiming allowances will apply.

mailto:[email protected]


Allowance Owner Resolution Process

HR Operations. Please refer to the allowance owner in the first instance, see Appendix 13


2b. Overnight allowance –Police Staff

Definition Overnight allowance known as the ‘Away from Home Overnight Allowance’, is payment to staff in respect of every night they are away from their normal place of work and required to stay away overnight rather than being able to return home.

If the staff member is required to stay away from home, suitable accommodation must be provided. Suitable accommodation is defined as a single occupancy room with en-suite facilities.

Eligibility To qualify the staff member must be:

serving away from their normal place of work;

required to stay away overnight. There is no entitlement to the allowance if the staff member is:

on a training course;

attending a meeting;

attending a conference;

carrying out any activity that forms part of their role or normal work. The allowance shall only be paid if agreed in advance of the overnight absence.

Payment amount

£50 per night. This payment is subject to tax and National Insurance deductions and is pensionable.


The staff member can claim this allowance via ESS Lite, please refer to Appendix 8. The principles of claiming allowances will apply. HR Operations. Please refer to the allowance owner in the first instance, see Appendix 13


3. Hardship allowance – Police Officers only .

Definition Officers may claim hardship allowance if they are not offered proper

accommodation as per the overnight allowance section. ‘Proper accommodation’ means a room for the sole occupation of the member, with an en-suite bathroom.

Eligibility If proper accommodation is not provided the officer is entitled to claim a

hardship allowance.

Payment amount

£30 per night. This is paid in addition to the £50 per night away from home overnight allowance described above. This payment is subject to tax and National Insurance deductions and is non pensionable.


The officer can claim this allowance via ESS Lite, please refer to Appendix 8. The principles of claiming allowances will apply. HR Operations. Please refer to the allowance owner in the first instance, see Appendix 13


4. Call out allowance – Police Officers only Definition Call out allowance is the relevant section of the Police Regulations

(2003) which refers to an allowance for any time a Constable, Sergeant, Inspector or Chief Inspector spends on-call.

Eligibility Officers in the ranks of Constable, Sergeant, Inspector and Chief

Inspector can claim call out allowance. Officers in the ranks of Superintendent, Chief Superintendent, Assistant Chief Constable, Deputy Chief Constable and Chief Constable are not entitled to claim. The allowance will only be paid to those individuals on authorised call out rotas/ lists held by the Resource Management Team (RMT).

Payment amount

£15 for being on call during a 24 hour period. This payment is subject to tax and National Insurance deductions and is non pensionable.


The officer can claim this allowance via ESS Lite, please refer to Appendix 8. The principles of claiming allowances will apply. HR Operations. Please refer to the allowance owner in the first instance, see Appendix 13


5. Standby allowance – Police Staff only

Definition This payment is only payable to posts where it is critical that a member

of Police Staff is required to be available when no one else is on duty in order to respond to emergency needs.

Eligibility The standby allowance is applicable to all Police Staff grades. If an

individual is eligible to receive a standby allowance this will be specified in the letter that accompanies their statement of particulars.

Payment amount

Current standby rate.

Payment amount if an individual is called out whilst on standby

In addition to the standby rate, if an individual is called out whilst on standby, they can claim overtime as set out in the table below:

Hours attended work whilst on standby

Number of hours overtime which can be claimed

Up to 2 hours 2 hours of overtime

2 – 4 hours 4 hours of overtime

Over 4 hours The number of hours actually worked.

Overtime is paid from leaving home until returning, assuming travel is directly to and from the work base. This payment is taxable, pensionable and subject to a National Insurance deduction.


If the individual is on a regular rota for standby, the standby rate is paid monthly as a recurring allowance which will be set up by Resource Management team. If in a designated standby role whereby you are covering an additional session and a standby session is undertaken as a one-off arrangement the individual must claim the additional standby rate via ESS Lite, please refer to Appendix 8. If the individual is required to attend work whilst on standby, then the individual must claim the call out whilst on standby rate via ESS Lite, please refer to Appendix 8. Additional standby rate for when the office is closed on a Public Holiday will need to be claimed manually via ESS Lite using the additional standby option. See Appendix 3 – standby details for further information. HR Operations for ESS Lite claims and RMT for monthly recurring standby payments Please refer to the allowance owner in the first instance see Appendix 13

http://www3.hants.gov.uk/police/portal-help/hr/salaryexpensesbenefits/payscales/policesupportstaffpayscales.htm


6. Acting up – Police Officers only Definition A period of acting up enables an officer to cover a higher rank for a short

period of time.

Eligibility Long term acting

There is a qualifying period of 10 days (80 hours). Once the qualifying period has been completed, any subsequent periods of acting up are paid at the rank to which the officer is acting up to. The periods of acting up do not have to be continuous or for covering the same role. The qualifying period is required to be signed off by an officer at least two ranks higher. To have the qualifying period signed off the officer must complete an AD348 detailing the 80 hours and send this to the senior officer. They must then keep a copy for their personal records. The qualifying period is reset annually on 1 April. If an officer is acting up at 31 March and will continue beyond this date without a break they will continue to receive acting up allowance. Once a break has occurred after this period then the officer must re-complete the qualifying period. An officer may take annual leave during an acting up arrangement, subject to operational requirements. In such cases, if on returning from annual leave the officer continues to act up in the same role, this would not be classed as a break. The officer would be entitled to be paid until there is a break. If one period of acting up is for 56 days (including the qualifying period) or more the officer should be temporarily promoted if they are qualified to be promoted to the next rank. After 46 days of receiving the acting up allowance, if a member is not qualified for promotion (under the Police Promotion Regulations 1996) or if the chief officer is required to respond to an overwhelming operational emergency which requires immediate application, s/he will receive temporary salary.

Payment amount

During the qualifying period the officer will receive the pay of their substantive rank. Once the qualifying period has been completed, the officer will be paid at the rank to which they are acting up to. This payment is subject to tax and National Insurance deductions and is non pensionable up to 56 days. Once 56 days continuous acting is reached, the payment becomes pensionable.

How to claim

The officer can claim this allowance via ESS Lite, please refer to Appendix 8. Please refer to Appendix 4 for further information on this allowance. The principles of claiming allowances will apply. Temporary appointments via Workforce Planning (WFP)


Allowance owner Resolution Process

HR Operations. Please refer to the allowance owner in the first instance, see Appendix 13


7. Acting up overtime – Police Constables only Definition An allowance that is paid to compensate an eligible officer if they are

required to extend their duty or are recalled to duty.

Eligibility Officers acting to the rank of Sergeant can claim acting up overtime at the higher rank of Sergeant. A constable or sergeant who is acting up in the rank of inspector or above is not entitled to overtime payments. If such a member is required to do duty on a rostered rest day or a public holiday he/she will not receive an acting up allowance on these days, but will instead be entitled to the appropriate public holiday or rest day rates for his/her substantive rank.

Payment amount

Various. This payment is subject to tax and National Insurance deductions and is non pensionable.


The officer can claim this allowance via ESS Lite, please refer to Appendix 8. Please refer to Appendix 4 for further information on this allowance. If submitting a claim for acting up overtime, there must be a corresponding acting up claim and CARM overtime claim. If all three claims are not made in conjunction with one another, the individual will not be paid at the correct rate. HR Operations Please refer to the allowance owner in the first instance, see Appendix 13


8. Temporary higher responsibilities (acting up) – Police Staff only Definition Temporary higher responsibilities (acting up) is when a member of

staff covers a higher graded role for a short period of time. There is a qualifying period of 10 working days. This section only applies to the normal rostered duty period, any additional hours or overtime worked refer to section 9 Temporary higher responsibilities (acting up) overtime. For part time staff a working day is determined by their normal contractual hours.

Eligibility Police staff who are required to undertake the full duties and responsibilities of a higher graded post will be paid at that higher grade with retrospective effect from the first day of undertaking the duties. This is subject to a minimum period of acting up of ten working days in each financial year (1 April to 31 March). Non-consecutive days of acting up can be aggregated towards the 10 days. Police staff whose acting up period ceases before the threshold and who then starts another period of acting up within the same financial year should have these periods aggregated. If an staff member is acting up at 31 March and will continue beyond this date without a break they will continue to receive acting up allowance. Once a break has occurred after this period then the staff member must re-complete the qualifying period. Police staff required to undertake the full duties and responsibilities of a higher graded post over an extended period of three months should be temporarily promoted to that higher grade (see “Temporary higher responsibilities – temporary promotion”). If it has been identified the requirement is likely to be for an extended period, Temporary Promotion should be considered in the first instance.

Payment amount

During the qualifying period the member of staff will receive the pay of their substantive grade. Once the qualifying period has been completed, the member of staff will be paid at the bottom point of the grade to which they are acting up to, except where there is an overlap in scales (e.g. SO2 – PO3) where the individual will be paid at the next highest point. The higher salary is not payable during periods of annual leave or sickness absence. This excludes 20 days annual leave entitlement under the Working Time Regulations when it will be payable.


This payment is subject to tax and National Insurance deductions and is pensionable. Individuals will need to keep a local record of any acting up they do, including start and finish time, using form AD348A. Please refer to Appendix 11 for further information on this allowance.

How to claim

Police staff can claim this allowance via ESS Lite, please refer to Appendix 11. The principles of claiming allowances will apply.

Allowance owner

HR Operations.

Resolution process

Please refer to the allowance owner in the first instance. See also Appendix 13


9. Temporary higher responsibilities (temporary promotion)

– Police Staff only

Definition An allowance that is paid to compensate eligible police staff if they are required to extend their duty or are recalled to duty.

Eligibility Police staff acting in a grade above their substantive grade can claim acting up overtime at the acting up grade. If such a member is required to do duty on a rostered rest day or a public holiday he/she can claim acting up overtime at the acting upgrade.

Payment amount

Various. Payment will be the difference between the staff member’s substantive grade and the acting up grade at the applicable overtime rate for the number of hours specified. This payment is subject to tax and National Insurance deductions and is non pensionable. Please refer to Appendix 11 for further information on this allowance


The staff member can claim this allowance via ESS Lite, please refer to Appendix 8. The principles of claiming allowances will apply If police staff are submitting a claim for acting up overtime, there must be a corresponding acting up claim and CARM overtime claim. If all three claims are not made in conjunction with one another, the individual will not be paid at the correct rate. HR Operations Please refer to the allowance owner in the first instance, see Appendix 13


Definition Temporary higher responsibilities (temporary promotion) is when police staff are required to undertake the full duties and responsibilities of a higher graded post over a period of at least three months. The terms of the temporary promotion will be set out as an amendment to the employee’s permanent contract of employment and should be subject to regular review.

Eligibility Where police staff are required to undertake the full duties and responsibilities of a higher graded post over an extended period of three months or more.

Payment amount

Various. This payment is subject to tax and National Insurance

deductions and is pensionable.

How to claim The manager submits an AD359 standard form to Workforce Planning (WFP) requesting a Temporary Promotion for an individual. WFP are responsible for moving the individual into the new role and notifying the IBC for pay adjustments. This arrangement remains in place until the Manager confirms to WFP that the individual has reverted to their substantive role. Where an individual has been temporary promoted for more than 12 months the manager will need review the requirement and provide appropriate justification for continuation of the temporary promotion to WFP.

Allowance owner

Workforce Planning.

Resolution process

Please refer to the allowance owner in the first instance. See also

Appendix 13

10. Temporary higher responsibilities (acting up) overtime – Police Staff only


11. Contractual overtime – Police Staff only Definition For specific Police Staff roles where it is necessary for an individual to

exceed 37 hours per week on a regular basis in order to fit a particular shift pattern.

Eligibility If an individual is eligible to receive contractual overtime this will be

specified in the letter that accompanies their statement of particulars.

Payment amount

Contractual overtime is paid at time and a half. This is paid as a monthly reoccurring allowance. This payment is subject to tax and National Insurance deductions and is pensionable.


This will be centrally managed by HR Recruitment. Please refer to Appendix 9. Recruitment. Please refer to the allowance owner in the first instance, see Appendix 13


12. Payments for irregular hours working - Police Staff only Definition Where working irregular hours that are outside normal office hours that

don’t qualify for shift allowance or night time premium payment Irregular hours payment applies between 18:30 – 07:45

Eligibility If an individual is eligible to receive an irregular hours allowance this will

be specified in the letter that accompanies their statement of particulars. This is not payable if the individual is already in receipt of a shift, or night time premium payment or where you work the hours voluntarily under a flexible working arrangement or flexi-time. Voluntary Flexible Working arrangement is where the requested working hours have been accommodated by the force, but there is no organisational requirement for staff to work at these times.

Payment amount

Average of at least four but less than eight hours per week calculated over the working cycle pro rata to hours worked – 7.5% of salary Average of at least eight hours per week calculated over working cycle – pro rata to hours worked - 10% of salary This is paid as a recurring monthly allowance. This payment is subject to tax and National Insurance deductions and included in the pension deductions


This will be centrally managed by the Resource Management team (RMT). Resource Management Team. Please refer to the allowance owner in the first instance. Refer to Appendix 13.


13. Market supplements – Police Staff only

Definition For some roles there may be specific pressures in attracting and

retaining individuals. Where appropriate it may be necessary to pay an individual a market supplement. Market supplements will be reviewed on an annual basis. The Constabulary reserves the right to make changes to or remove market supplements as appropriate.

Eligibility See Appendix 5 – market supplements for further information.

Payment amount

Various. The payment is made in 12 equal monthly instalments. The salary plus the market supplement must not exceed the median level of pay in organisations used as comparators (public sector organisations). This payment is subject to tax and National Insurance deductions and is pensionable.


This will be centrally managed by the HR Recruitment team following an on boarding process or HR Operations for an existing member of staff. Please refer to Appendix 9. HR Operations Please refer to the allowance owner in the first instance, see Appendix 13


14. First aid – Police Staff only Definition An individual who is designated as a first aider to provide first aid to

others at their work base. The individual may also take delegated responsibility for checking and maintaining first aid resources such as the medical box/ information and updating local procedures.

Eligibility The individual must hold the necessary qualification approved by the Health and Safety Executive. Individuals who wish to attend First Aid training must seek approval from David Leverett (Corporate Health & Safety Advisor) or Steve Hawkins (Force First Aid Trainer) prior to attending the course if they do not occupy a role listed in FPP 21321 Health & Safety training. Payment of the allowance will cease in the following circumstances:

the expiry of the qualification

a change of role

if the individual leaves the Constabulary. Payment amount

£8.33 per month. This payment is subject to tax and National Insurance deductions and is pensionable.


The First Aid Training team will set up the first aid allowance on SAP by completing an enquiry form in the manager’s portal. This must include the start date of the allowance, which will automatically end after three years. First Aid Training - Health and Safety. Please refer to the allowance owner in the first instance, see Appendix 13


15. Dog handlers allowance – Police Officers only

Definition The Constabulary owns dogs which are cared for by officers in the

officer’s own home. The purpose of the dog handler’s allowance is to care for the dog on the officer’s rest days and on public holidays.

Eligibility If an officer has responsibility for the care of the dog at their home, the officer will receive a dog handler's allowance.

Payment amount

The allowance is paid based on the number of dogs the officer has. Current rates can be found on the pay scales webpages. The allowance is reviewed annually in accordance with the national pay award. Any increase in the allowance is applied from 1 September. This is paid as a recurring monthly allowance. This payment is subject to tax and National Insurance deductions and is non pensionable.


The Inspector of the Dog’s section must set up the payment via the manager’s portal. Please refer to Appendix 9. Dog Unit Inspector. Please refer to the allowance owner in the first instance, see Appendix 13


16. South East England allowance – Police Officers only

Definition The South East allowance was introduced in 2001 to recognise the

additional cost of living in the South East of England. Its purpose is to ease issues of recruitment and retention in those Forces to which it applies.

Eligibility An officer can receive this allowance if they were appointed on or after 1

September 1994. The officer must not be in receipt of a replacement allowance under Schedule 3 of the Police Regulations 2003.

Payment amount

£1000 per year. This is paid as a recurring monthly allowance. The allowance is pro-rated if the officer works part-time. This payment is subject to tax and National Insurance deductions and is non pensionable.


This will be centrally managed by the HR Recruitment and HR Workforce Planning teams. Please refer to Appendix 9. HR Workforce Planning. Please refer to the allowance owner in the first instance, see Appendix 13.


17. Overseas cost of living and overseas hardship – Police Officers only Definition An allowance that is paid to compensate an eligible officer when they are

seconded overseas or are posted overseas by the Foreign Commonwealth Office (FCO). Overseas cost of living (World wide subsistence allowance (WWSR)) is paid for food, drink, accommodation and other travel costs whilst an officer is working overseas.

Eligibility All overseas travel must be authorised by either the Chief Constable or the Deputy Chief Constable or delegated member of the Chief Officer Group. The officer must seek approval in writing. This must include:

confirmation of the Section 26 Police Act 1996 and approval for the intended travel where applicable

details of the destination

the purpose of the trip. An officer must be in possession of a Section 26 Police Act 1996 authorisation, irrespective of the visit duration when travelling overseas to provide assistance to an:

international organisation

overseas government

overseas police service.

Payment amount

The details of WWSR payments are published by Her Majesty’s Revenue and Customs (HMRC) and must be adhered to. Any incorrect claims will be recovered from the individual. See Appendix 6 – overseas cost of living and hardship allowance for further information. This payment is subject to tax and National Insurance deductions and is non pensionable..


This will be centrally managed by the HR Workforce Planning team, please refer to Appendix 9. HR Workforce Planning. Please refer to the allowance owner in the first instance, see Appendix 13


18. Unsocial Hours allowance – Police Officers only Definition A payment made to eligible officers for every full hour worked between

8pm and 6am. Eligibility Payments are made to Constables, Sergeants, Inspectors and Chief

Inspectors. Payments are made monthly based on the actual hours worked in the preceding pay month. Payments are made on complete hours worked, part hours are not aggregated.

Payment amount

The allowance is paid at an hourly rate of 10% of the member’s hourly rate of pay. When overtime is worked between 8pm and 6am, the rate of allowance remains 10% of basic pay and not 10% of the overtime rate. This payment is subject to tax and National Insurance deductions and is non pensionable.


This will be centrally managed by Resource Management Team however Officers must book their actual hours worked on CARM4 to ensure payment. Resource Management. Please refer to the allowance owner in the first instance, please see Appendix 13


19. Shift allowance – Police Staff only Definition

An allowance that is paid to compensate eligible Police staff roles for work undertaken outside of normal office shifts. Normal office shifts are classed as 07:45 to 18:30.

Eligibility If an individual is eligible to receive an allowance for shift working this will be specified in the letter that accompanies their statement of particulars.

Payment amount See Appendix 7 – Shift allowance for further information. This is paid as a recurring monthly allowance. This payment is subject to tax and National Insurance deductions.


This will be centrally managed by the Resource Management Team. Resource Management Team. Please refer to the allowance owner in the first instance. Refer to Appendix 13


20. Night time premium allowance – Police Staff only Definition Where the shift pattern does not give entitlement to a shift allowance,

night time premium will apply to compensate eligible Police staff roles for work undertaken during unsocial hours. Night time premium applies between 20:00 - 06:00 Monday to Friday.

Eligibility If an individual is eligible to receive a night time premium allowance this

will be specified in the letter that accompanies their statement of particulars. Flexi workers are entitled to this allowance on an ad hoc basis if the hours are worked due to an organisational requirement. Flexi workers are not eligible for this provision if the hours are worked as part of the flexi-time scheme set out in 33015 procedure Work Life Balance. This is not payable if the individual is already in receipt of a shift allowance. It is assumed that if the shift starts prior to 17:00, the meal break would be taken before 20:00 and that if the shift starts at or later than 17:00 then the meal break would be taken after 20:00. Night time premium and overtime cannot be paid for the same hours.

Payment amount

For each hour worked between 20:00 hours and 06:00 hours as part of the ‘normal’ working week, payment is at time and a third. This is paid as a recurring monthly allowance or as an ad hoc payment if the hours worked do not form part of a fixed pattern. This payment is subject to tax and National Insurance deductions and is pensionable.


Recurring payments will be centrally managed by the Resource Management Team (RMT). Ad hoc payments need to be claimed via ESS Lite. There are two options available on ESS Lite: PSC Night Time Premium 1.33 – This option should be selected if the individual is part time and works additional hours between 20:00 – 06:00. Payment is at time and a third. Or PSC Night Time Premium 0.33 – This option should be selected if the individual’s hours are changed by management to work between 20:00 – 06:00 (no additional hours are worked). The principles of claiming allowances will apply. RMT for monthly recurring payments and HR Operations for ESS Lite claims. Please refer to Appendix 8 & 9. Please refer to the allowance owner in the first instance, see Appendix 13.


21. Weekend enhancement – Police Staff only

Definition An allowance that is paid to compensate eligible Police staff roles for

work undertaken at weekends.

Eligibility Payment amount

If an individual is eligible to receive a weekend enhancement allowance this will be specified in the letter that accompanies their statement of particulars. Flexi workers are entitled to this allowance on an ad hoc basis if the hours are worked due to an organisational requirement. Flexi workers are not eligible for this provision if the hours are worked as part of the flexi-time scheme set out in 33015 procedure Work Life Balance. For all hours worked at the weekend, payment is an additional 30 minutes for each hour (time and a half). This is paid as a recurring monthly allowance or as an ad hoc payment if the hours worked do not form part of a fixed pattern. This payment is subject to tax and National Insurance deductions and is non pensionable.


Recurring payments will be centrally managed by the Resource Management Team (RMT). Ad hoc payments need to be claimed via ESS Lite. There are two options available on ESS Lite: PSC Weekend Enhancement 1.5 – This option should be selected if the individual is part time and works additional hours at a weekend. Payment is at time and a half. Or PSC Weekend Enhancement 0.5 – This option should be selected if the individual’s hours are changed by management to work at a weekend (no additional hours are worked). The principles of claiming allowances will apply. RMT for monthly recurring payments and HR Operations for ESS Lite claims. Please refer to Appendix 8 & 9. Please refer to the allowance owner in the first instance, see Appendix 13


22. Honoraria – Police Officers only

Definition An honorarium is a discretionary payment that is made as a lump sum to

recognise factors not included in basic pay.

Eligibility Police Officers – Senior Officers of the rank of Superintendent or above.

Payment amount

Various. This payment is subject to tax and National Insurance deductions and is non pensionable.


The individual will be moved into a lateral position ‘acting up’ by HR Workforce Planning, the Service Centre adds on the applicable acting honoraria payment. HR Workforce Planning. Please refer to the allowance owner in the first instance, see Appendix 13


23. Honoraria – Police Staff only

Definition Honoraria payments are a one-off payment awarded to a member of

staff in recognition of factors that are not reflected in the basic pay of their job. This may be as a reward for a particular piece of work or a substantial effort above what is expected as part of their ordinary day-to-day work. Payment is for outstanding performance that exceeds the normal performance development review cycle and is not a substitute for the annual appraisal process. There is no limit to the number of times an honoraria payment can be awarded per year.

Eligibility All police staff are potentially eligible to receive an honoraria payment

Payment amount

Various. The range of payments should be set between £500 and £1000. Honoraria payments are subject to tax and National Insurance deductions and are pensionable.


Approval is required by the Deputy Chief Constable and Chief Financial Officer based on the business case put forward by the staff member’s line manager. Evidence to support the request must be submitted when seeking approval using the honoraria application form. Each application will be reviewed on a case by case basis. The Force is committed to ensuring consistency and fairness and that the payment is appropriate for the work undertaken. Anonymised data will be reviewed periodically by the Ethics Committee. Once approved, request for payment is sent by the Chief Financial Officer to HR Business Support team, HR Operations, with the Line Manager in copy, stating who the payment is for, the amount to be paid and when the payment should be made. HR Operations Please refer to the allowance owner in the first instance. Refer also to Appendix 13


24. London Weighting – Police Officers and Police Staff

Definition London weighting is an allowance paid to certain individuals who work in

and around London. It is designed to help these workers with the cost of living in Greater London, which is higher than that of the rest of the UK.

Eligibility

Officers or members of staff who are seconded from Hampshire to London. The secondment letter/ agreement will specifically state if this allowance is to be paid. There are occasions when this allowance is not paid even though it would appear that London is the work place.

Payment amount

Variable - defined in the secondment agreement from the organisation the individual is secondment to. This payment is subject to tax and National Insurance deductions. The allowance is non pensionable for police officers, but is pensionable for police staff.


This will be created as a recurring payment as defined in the secondment agreement. The letter/ agreement is the authority to pay. The principles of claiming allowances will apply. HR Workforce Planning. Please refer to the allowance owner in the first instance, see Appendix 13


25. Central Services – Police Officers and Police Staff

Definition An individual can be seconded to Central Services to undertake duties

within the UK or abroad. The letter/ agreement confirming the secondment can be issued by the Home Office (within the UK) or the Foreign and Commonwealth Office (for those outside the UK).

Eligibility There is more than one allowance that can be paid as Central Services. The allowance(s) to be paid will be specified in the letter/ agreement document.

Payment amount

Variable - dependant on what is defined in the secondment agreement. This will also state if the allowance is subject to tax and National Insurance deductions and if it is pensionable or not.


This will be created as a recurring payment as defined in the secondment agreement. The letter/ agreement is the authority to pay. The principles of claiming allowances will apply. HR Workforce Planning. Please refer to the allowance owner in the first instance, see Appendix 13


26. Ex-Gratia payment – Police Officers (Historical Allowance)

Definition An ex-gratia payment is a sum of money paid when there was no

obligation or liability to pay it. This is only paid to those officers who were incorrectly informed that they would continue to be paid Housing Allowance when they transferred from the British Transport Police.

Eligibility

This is a historical payment that applies to a specific number of officers who transferred to Hampshire from the British Transport Police and is not available to officers who joined after this date.

Payment amount

Fixed amount.


This is no longer a claimable allowance. No new claims will be accepted unless an officer transfers into Force with existing entitlement. For eligible officers this is a monthly reoccurring payment calculated by the IBC. Transactional HR and Pay. Please refer to the allowance owner in the first instance, see Appendix 13


27. Lost Earnings – Special Constabulary

Definition This is only paid to a member of the Special Constabulary who has been

injured whilst on duty as a special constable and is not eligible for sickness pay from their permanent employer.

Eligibility The permanent employer of the injured individual will need to confirm that they are not paying their employee while off sick (other than statutory sick pay if eligible). They will also need to confirm the amount of net pay the individual is normally in receipt of.

Payment amount

Variable.


Any payment will need to be claimed via accounts payable. HR Operations. Please refer to the allowance owner in the first instance, see Appendix 13


28. Court Compensation – Police Officers and Police Staff

Definition A court can award compensation to a police officer or member of police

staff that is to be paid by an offender, for example damage by the offender to the officer or member of staff’s property.

Eligibility The police officer or staff member involved. If no payment is made by the offender within 3 months then the officer or member of staff can request that the Constabulary pay the amount awarded. If the officer or staff member subsequently receives the payment from the offender, they will be required to repay the money provided by the Constabulary.

Payment amount

Variable.


The line manager must complete an enquiry form in the manager’s portal to notify the IBC. The principles of claiming allowances will apply. Transactional HR and Pay. Please refer to the allowance owner in the first instance, see Appendix 13


29. Qualified Relocation (Regulation 35) – Police Officers only

Definition The payment of removal allowances under Regulation 35 of the Police

Regulations 2003 is solely for the purpose of affording officers the opportunity to relocate i.e. i) to move significantly closer to the new posting and ii) to be within 25 miles of new posting.

Eligibility After an officer has joined the Force if the individual is required to change work location by the Chief Constable, in order to take up another posting, then the individual will be eligible for removal expenses. Officers will only be offered a Regulation 35 move if the new posting is a significant distance from their current home as detailed in FPP 33014 Regulation 35 Relocation Assistance for Police Officers. If granted removal expenses the officer must move significantly nearer to the new posting (as outlined above). If a Regulation 35 move applies this will be shown on the posting notification. Officers returning from a career break or secondment will not usually be entitled to a Regulation 35 move on their return to the force.

Payment amount

Variable.

How to claim

Once a new home has been identified, approval must be sought from the Finance department for purchase/ rental of the property, if expenses are to be claimed. Approval can be sought by submission of Part B – Form of Undertaking, to the HR Workforce Planning Team via email: [email protected] Once the officer has received an email confirmation of the agreement, allowance claims can be made using Regulation 35 Expenses Claim Form (AD29E found on standard forms). Queries should be directed to Cherie Watson, Senior Finance Officer via email: [email protected] Once HR Workforce Planning have confirmed that an officer is eligible, the process is owned by Corporate Finance. The principles of claiming allowances will apply.

Allowance Owner

Corporate Finance.

Resolution Process

Please refer to the allowance owner in the first instance, see Appendix 13




30. Compensatory Grant – Police Officers only (Historical Allowance)

Definition A compensatory grant applies to officers who were eligible for rent

allowance prior to April 1990, and eligible for housing allowance prior to September 1994.

Eligibility Officers whose service began before 1990 or 1994. The compensatory grant is only paid to those officers with a rent allowance, it is not paid to those officers who receive the housing allowance.

Payment amount

The amount is calculated by Transactional HR & Pay in the IBC. The amount given to the individual is the extra income tax that the officer has paid because the rent allowance is classed as taxable by HMRC (this is defined in Police Regulations 1987).

How to claim

This is a historic allowance. No new claims will be accepted unless an officer transfers into Force with existing entitlement. Eligible officers will receive the compensatory grant payment in April each year, or in the month the officer leaves. This is managed by the Transactional HR & Pay in the IBC. The principles of claiming allowances will apply.

Allowance Owner

Transactional HR & Pay.

Resolution Process



31. Severance Payment (Redundancy) – Police Staff only

Definition A redundancy can occur when an individual’s position no longer exists.

This may be due to a reduction in work force within a department or where certain work is no longer required. If made redundant, the individual may be entitled to a redundancy payment.

Eligibility An individual who is eligible as per FPP 33009 – Redundancy.

Payment amount

Variable.

How to claim This is managed by HR Operations as a result of a redundancy process. Allowance Owner

HR Operations.

Resolution Process



32. Payment in Lieu of Notice (PILON) – Police Staff only

Definition Pay in lieu of notice (PILON) is a payment made to an individual when

employment is terminated without notice, instead of the individual working through a notice period and receiving pay in the normal way.

Eligibility Individuals who have had agreement from HR Operations to leave the organisation.

Payment amount

Variable.

How to claim This is managed by HR Operations as a result of another process, for

example FPP 33009 – Redundancy. Allowance Owner

HR Operations.

Resolution Process



33. Arrangements for payment/ deduction of time off in lieu, rest days in lieu and holiday pay in lieu when leaving – Police Officers and Police Staff

Definition Once the individual’s last day with the Constabulary has been identified,

their remaining annual leave entitlement, time off in lieu and rest days in lieu will be calculated. If an individual has taken more than their annual leave entitlement before their leaving date, this will be offset against any flexi hours in credit and/ or rest days in lieu owing. If there is still a deficit this will be deducted from the final salary payment.

Eligibility When an individual leaves the organisation and has any of the above time banked or owed, this will be paid or deducted from their final salary.

Payment amount

Variable.

How to claim The calculation of days/ hours owed or to be paid will form part of the

leaver process. The Resource Management team will calculate the individual’s entitlement/ deficit.

Allowance Owner

Resource Management Team.

Resolution Process

Please refer to the allowance owner in the first instance, see Appendix 13.


34. Tutor Allowance – Detention Officers - Police Staff only

Definition An allowance that is paid to compensate eligible Detention Officers (DO)

for work undertaken to tutor new recruits

Eligibility If an individual is eligible to receive an allowance for up to 30 days of Tutoring this will be specified by the line manager/Custody Sergeant.

Payment amount

DO tutors can claim £10 per day for each day of Tutoring, up to a maximum of £300 (i.e. 30 days). The payments are subject to tax and National Insurance deductions and are pensionable.


The staff member can claim this allowance via ESS Lite and selecting ‘Instructors allowance’, please refer to Appendix 8. DO Tutors will be expected to retain a copy of their tutoring dates Each application will be reviewed on a case by case basis. The Force is committed to ensuring consistency and fairness and that the payment is appropriate for the work undertaken. Anonymised data will be reviewed periodically by the Ethics Committee. The principles of claiming allowances will apply. HR Operations Please refer to the allowance owner in the first instance. Refer also to Appendix 13


35. Recall to duty – Police Staff only

Definition A payment to police staff when they are recalled to duty in between

rostered duties.

Eligibility Police staff who are required to return to duty.

Payment amount

Police staff will be paid overtime rates of pay from the time of leaving home to the time of returning home, on the following basis:

a) up to 2 hours - 2 hours overtime claimed; b) between 2 and 4 hours - 4 hours overtime claimed; c) over 4 hours - claim as worked.

In the event of a recall to duty running into the normal start time of the duty, payment will only be made up to that start time. The normal restrictions on payment of overtime for grades above scale 6 do not apply. Existing 1998 overtime rates continue to apply until the 2017 Handbook terms have been implemented. The current rates of overtime for full and part time staff being recalled to duty are: Monday to Saturday – time and a half Sunday and public holidays – double time


Police staff must book the actual hours worked and submit an overtime claim on CARM4. HR Operations Please refer to the allowance owner in the first instance. Refer also to Appendix 13


36. Other guidance Claiming allowances

Any claims for allowances must be made within 3 months of incurring the allowance. All claims are subject to regular compliance checks. The line manager will receive regular compliance reports and will be required to validate claims. Individuals who fraudulently claim will be subject to referral to PSD – Police Officers or action under the Managing Misconduct policy – Police Staff.

Resolving payment of allowance related issues - principles

If an individual identifies an issue with their allowance payment, the following resolution process applies:

the individual must contact the owner of the allowance as shown in the ‘how to claim’ section of this document explaining the issue that they are facing

the allowance owner will determine the cause of the issue and if it is in their control to do so they will correct the issue

if the allowance owner cannot correct the issue they will determine who best to escalate the issue to and do so

the allowance owner will keep the individual updated as appropriate.

If the allowance has not been received

The allowance owner would be expected to check/ confirm entitlement with any relevant parties and then add the allowance to the individuals SAP profile. If it is a recurring allowance then the allowance owner must raise an HR query to the Integrated Business Centre (IBC) for any backdated requirements to pay the allowance.

If the allowance value is incorrect

The allowance owner must raise an HR query to the IBC. Following discussion with the individual the IBC will make arrangements to make appropriate adjustments. If it is a recurring payment of a fixed amount then the allowance owner must raise an HR query to the IBC SAP HR team to investigate and correct the error. If it is a recurring payment of a variable amount allowance they will need to correct the allowance on the individual’s SAP record and raise an HR query to the IBC for any adjustments to be made.

If the allowance has been received in error

The individual must raise an HR query to the IBC. Following discussion with the individual the IBC will make any adjustments needed and ensure the allowance has been removed from their record. Any overpayment will be corrected accordingly. A deduction will not be made until the process has been agreed with the individual.


Appendix 1 – Categories for bonus payment

Category Amount payable Eligibility

Fingerprinting and searching a badly decomposed body or dealing with mutilated bodies at scenes

£50 N/A

Test Purchase Officers and Undercover Officers on completion of covert deployments

Payment per operation based on the number of deployments undertaken by an officer, as follows: 1- 2 - £50 3 - 15 - £75 >16 - £150

The officer must have successfully completed their initial training course, undergone refresher training for the qualifying year and be on the covert officers’ index. Payment will only be made on conclusion of an operation where the officer has been covertly deployed and not for simply being on the index.

Searching faeces of a detained person for concealed drugs

£50 N/A

ACRO overseas deployment to The Hague (9 month deployment)

£350 per full month deployed overseas

Applies to ACRO police staff only who are deployed overseas under a S.26 Police Act authorisation. ACRO Intel DS (line manager) to authorise payment through the portal for the deployment period.

ACRO overseas deployment to Lyon (6 month deployment)

£300 per full month deployed overseas

Applies to ACRO police staff only who are deployed overseas under a S.26 Police Act authorisation. ACRO Head of Section (line manager) to authorise payment through the portal for the deployment period.


A quarterly payment for officers within the Firearms unit.

£500 per quarter. No adjustment for part time or pro rata payments

The officer must:

be operationally competent in the role, including training and fitness tests

be accredited and authorised to carry a firearm

have no formal proceedings under the Unsatisfactory Performance procedure.

A bi-annual (6 monthly) bonus payment for Detective Constables and Police Staff Investigators.

£500 bi-annually. No adjustment for part time or pro rata payments.

Must:

be undertaking an investigation role

be fully accredited in the ‘Professionalising investigation programme’

have maintained the minimum requirement of 20 hours per annum authorised CPD learning.

have completed their CPD performance

have no formal proceedings under the Unsatisfactory Performance procedure

have worked the entire defined six month period.

The Honoraria payment guidance at section 20 should be referred to in the first instance when considering police staff for one-off payments in recognition of factors not reflected in the basic pay of their job. Bonus Payments to recognise Police Officers for ‘occasional’ and ‘outstandingly’ work require approval by the Deputy Chief Constable and Deputy Financial Officer based on a business case put forward by the officer’s line manager. Refer to 1a. Bonus payments for further detail.


Appendix 2 – intended to be blank


Appendix 3 – Standby details

What standby covers

An individual on a standby session will:

be available to provide standby cover if an issue arises

deal with issues by telephone if required

attend the work base if required

complete any associated paperwork. Standby sessions

Standby sessions are classified as 12 hours for weekends and public holidays. The session starts at the end of normal office hours and ends at the start of office hours the next day. If the individual is unable to cover a planned standby session, if for example they are sick, they must cover at another time, otherwise a pay deduction is required.

Restrictions Whilst on standby, the following restrictions on an individual’s private life

apply:

they must not consume alcohol

they must be within a reasonable distance of the work base or call out area

they must not be in a position where they could not respond. Payment if an individual is called out whilst on standby Standby Calculation

In addition to the standby rate, if an individual is called out whilst on standby, they can claim overtime as set out in the table below:

Hours attended work whilst on standby

Number of hours overtime which can be claimed

Up to 2 hours 2 hours of overtime

2 – 4 hours 4 hours of overtime

Over 4 hours The number of hours actually worked

Overtime is paid from leaving home until returning, assuming travel is directly to and from the work base. To calculate equal monthly payments where there is a staff rota, the formula is: Calculate the total number of sessions of standby in a week, maximum of 9. Multiply by current standby rate Multiply by 52.143 to give the annual standby amount for all individuals on the rota Divide by the number of individuals on the rota to get the individual standby figure. Divide by 12 to get the monthly amount to be paid to each individual. Enter that amount to be paid as a recurring payment for each individual.

http://www3.hants.gov.uk/police/portal-help/hr/salaryexpensesbenefits/payscales/policesupportstaffpayscales.htm


Public holidays

Example An individual works 2 sessions of standby per week on a rota with 6 colleagues: 2 x £29.46 = £58.92 £58.92 x 52.143 = £3,072.27 £3,072.27 / 6 = £512.04 £512.04 / 12 = £42.67 is the monthly recurring payment per individual on the rota Staff on a standby duty when a public holiday occurs will receive a rest day in lieu to compensate for restrictions placed upon them on a public holiday. The rest day in lieu is to be used during the following twelve month period.

Where a Public Holiday occurs on a weekend, such as Christmas Day and New Year’s day, the Force will consider the pay and reward arrangements that may occur prior to the public holiday and communicate to staff accordingly.

Please note RMT would look to allocate the rest day in lieu straight away from the bank and treat it as a Public Holiday in lieu to ensure it is used within the 12 month period.


Appendix 4 – Claiming Police Officer acting up and acting up overtime (acting up overtime applies to PC acting to PS only)

Eligibility Officers will need to have kept a log of hours worked (on AD348) Standard Form) and once 80 hours have been achieved, they can claim their acting up allowance.

How to claim Officer logs on to ESS Lite

Officer selects “My Allowances” tile

Officer selects “acting up less than 56 days non-pensionable”, “acting up greater than 56 day pensionable” or “acting up overtime” from the drop down list NB “acting up overtime” will only appear in the drop down list for PC’s

Officers need to select the “acting up less that 56 days non-pensionable” until they have exceeded a single continuous period of acting up of at least 56 days.

Officers are entitled to claim “acting up greater than 56 days pensionable” when they have been acting up for a single continuous period of 56 days. They can select this for the days beyond the 56th day

Each duty will need to be individually claimed by entering the date and hours that were completed.

Once all the details have been entered, the officer needs to press ”submit”. This will then automatically calculate the amount of allowance for that duty.

General information

Officers do not need to seek approval for this allowance

Hours need to be claimed after each duty completed

Claims need to be made within a three month period or officers may not be able to claim.

Acting up and acting up overtime are two separate claims, they cannot be completed as one.

Acting up overtime applies to PC acting to PS only.

If officers are submitting a claim for acting up overtime, there must be a corresponding acting up claim and Carm overtime claim. If all three claims are not made in conjunction with one another, the officer will not be paid at the correct rate.

Example of an acting up and acting up overtime claim

PC works an 8 hour duty plus 2 hours overtime

the officer needs to submit an ESS claim of 8 hours acting up for the hours worked as acting PS as part of their normal duty

the officer needs to submit a CARM overtime claim of 2 hours

the officer needs to submit an ESS claim of 2 hours acting up overtime (this will top up the CARM claim to the acting rate with the overtime enhancement)


Appendix 5 – Market supplements

Authorisation A business case must be approved by the Head of Department with Chief Officer support before a market supplement can be applied. The line manager must identify a case for a market supplement and provide evidence which may include the following:

recruitment difficulties

a summary of the gap between person specification requirements and quality of individuals

geographical issues

high turnover data from exit interviews citing pay. When considering comparators, the following may be useful:

public sector organisations

jobs must have similar duties and competencies

comparisons on the whole package and not just salary

evidence that other measures have been considered to support retention.

The case must also include:

the number of posts affected

proposed level of the supplement

the total cost implication. It should also include how it is proposed to fund the market supplement. Market supplements in excess of £5,000 are unlikely to be approved. In exceptional cases the Chief Officer Group may allocate a market supplement without the written detailed justification. If approved, the HR Operations Policy and Reward team will advise the IBC of the agreed amount to be paid to the individual.

Reviewing the market supplement

The business case must be resubmitted each year and the market supplement will cease if this does not happen. A market supplement is not a contractual entitlement and is subject to annual review.

Changes to a market supplement

The line manager must give appropriate notice to the individual where a market supplement is to be decreased or withdrawn. The line manager must complete an enquiry form in the manager’s portal to notify the IBC. For further advice please contact HR Operations.


Appendix 6 – Overseas cost of living and hardship

General information

If an officer is travelling to a country in conflict, they must have attended Hostile Environment Awareness Training (HEAT) prior to travel. The officer should review the risk assessments for conflict countries to raise their awareness of any safety issues. Further guidance on this can be obtained from the National Crime Agency. An officer can also refer to the College of Policing Polka (the Police OnLine Knowledge Area) guidance for information on Section 26 Police Act 1996.

World wide subsistence allowance (WWSR)

The WWSR does not cover incidental, allowable expenses in the United Kingdom (UK) that an officer may incur en-route of travel. This may include for example, the cost of a taxi to the airport or necessary refreshments taken at the airport prior to leaving or after arriving back in the UK.

World wide subsistence allowance (WWSR) – residual allowance for travel

Within WWSR there is a ‘residual allowance’ which includes an element for travel. Normally all travel should be accommodated within this residual allowance. If an officer uses a taxi, the table below sets out what an officer can claim:

Circumstances What the individual can claim

If the taxi fare falls within the residual travel allowance.

There is no entitlement to claim. The residual travel allowance will cover the cost of the taxi.

If the taxi fare is in excess of the residual travel allowance.

Only the difference between the taxi fare and the residual allowance can be claimed by the officer. Where the whole taxi fare is claimed and is in excess of the residual travel allowance, the residual travel allowance must be deducted from the WWSR claim.

Overseas travel – claim periods

An officer can claim expenses from the local time of arrival at the destination airport, port or train station until the time of local departure from the country. The only exception granted is where an officer purchases a meal on a plane, ferry or train. In such cases, the claim period can start from the time the meal is purchased. An officer can claim for either 1 or 2 meals depending on the travel


time as set out in the table below:

Travel time Number of meals

5 – 10 hours 1 meal

11 – 24 hours 2 meals

Overseas travel - accommodation

For overseas accommodation, this should be of a reasonable standard and represent value for money. The IBC Travel Desk should be consulted on Government rates for accommodation in the country/ region being visited. The maximum room rate payable is outlined in Her Majesty’s Revenue and Customs (HMRC) Worldwide Subsistence Rates (WWSR) updated on 1 October each year. Any accommodation that is in excess of the HMRC WWSR will incur a tax charge to the officer, unless exempt for security reasons.

Overseas travel – provision for food

For those travelling abroad on business, overseas claims must be submitted in accordance with the Worldwide Subsistence Rates (WWSR) provided by HMRC. These set a maximum daily rate for the country or city/ region being visited for the maximum cost of accommodation plus food and drink for the purchase of up to 3 meals per day (unless included in the accommodation) and other minor expenses.

Appendix 7 – Shift Allowance (working outside of normal office hours)

Footnote:

Unsocial hours are defined as weekends, nights and irregular hours, as defined in

the Police Staff Handbook 2017

Police Staff Only

General information

Shift allowance can be paid in addition to weekend working. Night time premium or irregular hours are not paid in addition to this provision

Payment amount The payment will depend on the hours that an individual works.

Shift allowance

This is payable where all the following conditions are met:

the total period covered by the shifts is 11 hours or

more between start time of the earliest shift and

finish time of the latest shift

there are at least four hours between the starting

time of the earliest and latest shifts

at least half of the shifts in the shift cycle include

some unsocial hours

The allowance paid is either:

12.5% proportion of basic salary – where the total

period that is covered by shifts is between 11 and 14

hours

14% proportion of basic salary – where the total

period that is covered by shifts is more than 14 hours

and less than 18 hours

20% proportion of basic salary – where the total

period that is covered by shifts is 18 hours or more

the minimum number of nights is 7 nights in a 10

week period

To qualify as working a night shift a minimum of half the hours of the latest shift must fall between the hours 2200 and 0700, as averaged across one run of the cycle.

Appendix 8 – Self-service allowances

This process involves the following teams:

Officer/ staff

Line managers

Transactional HR & Pay

This process includes the following allowances:

Bonus payments for unpleasant duties

Overnight allowance

Hardship allowance

Call Out allowance

Standby allowances

Standby for Thames Valley Police

Acting –up (for process Officers see Appendix 4 and Appendix 11 for staff)

Acting-up overtime (for process Officers see Appendix 4 and Appendix 11 for staff)

Tutor Allowance for Detention Officers

Ad hoc Night time premium allowance

Ad hoc Weekend enhancement allowance

Process Officer/ staff logs on to ESS Lite

Officer/ staff selects “My Allowances” tile

Officer/ staff selects “new allowance”, input the date the allowance is being claimed for and select “allowance type” from the drop down list

After inputting the allowance type and number of sessions/ hours, office/ staff selects either “submit” or “submit to add another”

The claim will then appear in the allowance history on the left hand side of the screen.

SAP is then automatically updated with allowances and the Transactional HR & Pay team process the allowances identified

Officers/ staff are paid their allowances which are identified on the payslip

Supplementary information

For certain allowances such as standby and call out, the officer/ staff will need to select the number of sessions being claimed. For acting-up, officers will need to select the individual dates worked and the hours worked acting up on that date.

If an allowance is claimed in error or an incorrect value is input then the allowance can either be deleted or updated by selecting the submitted allowance from the list and then selecting “delete “ or “update.”

Compliance Line managers will receive a monthly compliance report for information only for them to review the allowances individuals in


their team have requested. They may also be asked to randomly dip sample allowances if requested to do so by the Compliance team.

Officer/ staff will need to provide evidence of the claim if asked to do so by their line manager.

If the line manager has been shown/ given sufficient evidence of the allowance, the process will end.

If the line manager is not in agreement with the evidence provided, they can arrange for the payment to be reversed by raising an HR enquiry.


Appendix 9 – Centrally Managed allowances

This process involves the following teams:

RMT

HR Workforce Planning

Transactional HR & Pay

HR Operations

Local process owners – Dog Inspector This process includes the following allowances:

Bonus payments for Firearms and DC’s & PSI’s

Contractual Overtime

Market Supplements

Dog Handlers

South East England allowance

Overseas Cost of Living

Overseas Hardship

Shift Allowance

Recurring Night-time premium

Recurring Weekend enhancement

Honoraria Payments

Payments for irregular hours working Process In the portal, select the “Central HR” tab and then the “Manage

Additional Payments”

Type in the collar number of the individual and select “start”

Highlight the employee in the table on the right hand side of the screen and the update “effective date of change”. The effective date of change will be the start date of the allowance.

Select the type of payment from the drop down list, either “additional” (one off) or “recurring”. Select “next”

HR WFP ONLY – if selecting “additional payment” there will be the option to “create new” or “amend.” If creating “new”, select from the drop down list the “allowance type” and input the amount/ hours (depending on what the allowance is) and select “submit”

If selecting “recurring payment” there will be the option to “create new”, “end” or “amend”

If creating “new” select from drop down list the “allowance type” and input the amount/ hours (depending on what the allowance is) and if applicable input an “end date” then select “submit”

If “amending” (use this option when ending an existing allowance in the future) highlight the allowance you want to end and input an “end date”, then select “submit”

When ending a “recurring payment” the end date will be shown as todays date. Highlight the allowance you want to end and select “submit” to end the allowance from today’s date. There is no option to enter a future end date.


Appendix 10 – Historical Allowances

General information

There are some allowances that are still paid to Police Officers and Police Staff but are no longer in existence but are still being received due to historical agreements.

Ex Gratia Payments Compensatory Grant (Housing) Special Housing Transitional Rent Additional Transitional Rent

See section 21 of this document. This is applicable for Police Officers only that transferred from British Transport Police in late 1990’s. This payment will not be applied to anyone that transferred after this date. This payment will cease when those in receipt of this leave Hampshire Constabulary. See section 25 of this document. This only applies to police officers who were eligible for rent allowance prior to April 1990, and eligible for housing allowance prior to September 1994. Please note: No new claims for this allowance will be accepted unless an officer transfers into Hampshire Constabulary with the existing entitlement from their previous Force. This will be managed as part of the on boarding process with HR WFP or Recruitment. This is only paid to officers in certain circumstances and who would qualify for a housing allowance. The circumstances are complicated and relate to if they are living with/ married to another officer and normally receiving half the full housing allowance. Please note: No new claims for this allowance will be accepted unless an officer transfers into Hampshire Constabulary with the existing entitlement from their previous Force Transactional HR & Pay will be able to advise on the circumstances where this applied.

Only paid to police officers appointed before 01.04.1990 and the new housing allowance was not more than their rent allowance. Please note: No new claims for this allowance will be accepted unless an officer transfers into Hampshire Constabulary with the existing entitlement from their previous Force. This will be managed as part of the on boarding process with HR WFP or Recruitment. This is only paid to officers in certain circumstances and who would qualify for a transitional rent allowance. The circumstances are complicated and relate to if they are living with/ married to another officer and normally receiving half the full transitional rent allowance. Please note: No new claims for this allowance will be accepted unless an officer transfers into Hampshire Constabulary with the existing entitlement from their previous Force


Boots and Tights Allowance

Transactional HR & Pay will be able to advise on the circumstances where this applied. Only paid to those still in the same roles when these two allowances were stopped for new employees in these roles. The roles are Detention Officers and Police Contact Enquiry Officers (PCEOs).


Appendix 11 – Claiming Police staff acting up and acting up overtime

Eligibility Police staff who are required to undertake the full duties and responsibilities of a higher graded post will be paid at that higher grade with retrospective effect from the first day of undertaking the duties. This is subject to a minimum period of acting up of ten working days in each financial year. Non-consecutive days of acting up can be aggregated towards the 10 days.

How to claim

1. Individual logs on to ESS Lite 2. Individual selects “My Allowances” tile

3. Individual selects “+ New Claim”

4. Individual selects the date of the acting up or acting overtime

5. Individual selects the allowance type”

Allowance type options:


PSC Acting UP = normal rostered duty period PSC Act Up OT x1 = overtime at plain time PSC Act Up OT x1.5 = overtime at time and a half PSC Act Up OT x2 = overtime at double time PSC Act Up OT xBH = overtime at bank/public holiday Payment for working Additional Hours (Overtime)

Period 30 min or more

Mon – Fri Time & Half

Saturday Time & Half

Sunday Double Time

Public Holiday Double Time

Individual selects the appropriate “option”

6. Individual enters the ‘Hours’ worked for the acting up or acting up overtime. It is expected that a daily claim will be submitted for each working day that individuals acting up using the appropriate effective date in the claim. The only exception is when individuals are unable to claim their retrospective qualifying hours back from the beginning of the financial year (1 April) due to the claim being outside the 6 month period the eform will allow. See point 11 below which sets out the process to follow when this applies.

Existing 1998 overtime rates continue to apply until the 2017 Handbook terms have been implemented.


7. Individual selects the Pay Scale Group and Pay Scale Level they are acting up to. Staff should select the bottom point of the grade to which they are acting up to, except where there is an overlap in scales (e.g. SO2 – PO3) where the individual will be paid at the next highest point. All grades and levels will be displayed in the dropdown. A search function is available to aid selection e.g. type 6 to display all options for scale 6. Note that grade A-G are all the Hants Management grades.

8. There is a notes field which enables individuals to record details about their acting up, however there is no requirement to populate this field and any information captured here will not be seen by anyone else as part of the submission. 9. Once all the details have been entered, the individual needs to press “submit”. This will automatically appear in the left hand pain of the screen under allowance history.


If an individual submits another claim straight away ESS Lite will populate the same acting up information apart from the hours. When an individual comes out of my allowances only submitted claims will be retained showing in the left hand pain of the screen under allowance history.

10. If an individual makes an error in their submission, there are two options, ‘update’ and ‘delete’. The update option will only allow you to change the hours of your submission, any other amendments will not be accepted and updated.


For any other amendments individuals will need to delete the claim and resubmit a new claim.


Should the staff member delete a claim where it has already been processed and paid to the individual the amount paid will be recovered from the individual. 11. Retrospective qualifying hours.

Where an individual is unable to claim their retrospective qualifying hours back from the beginning of the financial year (1 April) due to the claim being outside the 6 month period the eform will allow they must raise an HR enquiry if they have had a pay change since their acting up began e.g. September annual pay award, increment progression, change of role on ESS Lite under “My enquiry”. Staff will need to provide the date(s), the hours worked on each date, the acting up grade and level. Any acting up overtime worked during the same period will also need submitting in the same manner.

Where an individual has not had any changes between submitting their claim and the start of their initial acting up these can be claimed on my allowances as set out from point 1above. The key difference is individuals will be able to add the qualifying hours together and submit as one claim. Please note there is a restriction of 99 hours per date claim, any hours entered beyond this will not be submitted. Individuals must specify in the notes section what the hours being claimed for relate to so that it is clear for any audit and compliance checking of claims with hours outside the normal daily amount.

General information

Police staff need to seek approval for this allowance

Hours need to be claimed after each duty completed

Claims need to be made within a three month period or police staff may not be able to claim.

Acting up and acting up overtime is two separate claims; they cannot be completed as one.


Acting up overtime applies to police staff acting to a higher grade only.

For police staff submitting a claim for acting up overtime, there must be a corresponding acting up claim and CARM overtime claim. If all three claims are not made in conjunction with one another, the individual will not be paid at the correct rate.

For scales 1 – 6 casual and planned overtime is compensated by payment at the applicable overtime rates or time off in lieu (TOIL). Staff at SO1 and SO2 there is no entitlement to overtime payment or TOIL, unless it is for a planned period of 10 hours or more. PO1-PO3 and Hampshire management grades are not eligible for overtime payment or TOIL unless on paid standby and called out. However restrictions on overtime payments for staff above pay point 24 will not be enforced where an operational need is dictated by the Force.

Part time staff acting up to a higher grade that do additional hours will be paid at their acting up plain time rate until they have reached 37 hours worked in a week . Once 37 hours have been reached part time staff should claim the appropriate overtime rate. Where part time staff work additional hours on a Saturday & or Sunday overtime should be claimed at time and a half for all hours worked.

For retrospective qualifying hours please see point 11 above.

Example of an acting up and acting up overtime claim

POLICE STAFF who work an 8 hour duty (excluding mealbreaks) plus 2 hours overtime

Police staff need to submit an ESS claim of 7 hours acting up for the hours worked as acting police staff as part of their normal duty

Police staff need to submit a CARM overtime claim of 2 hours

Police staff need to submit an ESS claim of 2 hours acting up overtime (this will top up the CARM claim to the acting rate with the overtime enhancement)


Appendix 12 – Holiday Pay Payments

Payment

Intended to ensure that both police officers and staff are paid the right amount of holiday pay to cover their 20 days’ leave entitlement under the Working Time Directive for non contractual allowances. The following allowances will have HPP applied to them..

Police Officer wage types

6P01 Call Out T

6P02 Overnight Allowance T

6P03 Hardship Allowance T

3P02 Police O/Time x1 PT

3P04 POLICE O/Time x1.33 T

3P06 POLICE O/Time x1.5 T

3P08 POLICE O/Time x2 T

3P10 POLICE O/Time BHol T

3P11 POLICE Unsocial Hrs T

6P23 Acting Up Allowance T

6P99 Acting up 56 days PT

6P96 Acting up T

6P97 Acting up OT adj T

Police Staff wage types

3P02 POLICE O/Time x1 PT

3P05 POLICE O/Time x1.5 PT

3P07 POLICE O/Time x2 PT

3P09 POLICE O/Time BHol PT

3P12 POLICE W/End Enh PT

3P13 POLICE B/Hol Enh PT

6P21 Standby PT

6P22 Additional Standby PT

3P14 Ad hoc NTP 0.33 PT

3P15 Ad hoc NTP 1.33 PT

3P16 Ad hoc WE 0.5 PT

3P17 Ad Hoc WE 1.5 PT

6P29 Overnight Allowance PT

3P20 Staff Acting Up PT

3P21 Acting Up Overtime x 1 PT

3P22 Acting Up Overtime x 1.5 PT

3P23 Acting Up Overtime x 2 PT

3P24 Acting Up Overtime x BH PT


Appendix 13 – Resolution processes

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Governance

Hantsfile reference 16551323

Date of publication May 2018

Version V1.10

Owner HR Operations

Date Vers. Section Amendment Mar 2018 1.08 20. Night time premium Now claimed via ESS Lite self service

21. Weekend enhancement Now claimed via ESS Lite self service

Apr 2018 1.09 2a. Overnight allowance – Police Officers Separated out police officer and police staff guidance

2b. Overnight allowance –Police Staff Separated out police officer and police staff guidance

8. Temporary higher responsibilities (acting up) –Police Staff Amended eligibility

Appendix 2 Incorporated into 2a & 2b

May 2018 1.10 1c. Bonus Payments for police staff to state pensionable

23. Honoraria – Police Staff only Included Chief Financial Officer is also a decision maker along with the DCC Bonus payments business case application form published

34. Tutor Now claimed via ESS Lite self service

35. Recall to Duty New guidance

Appendix 1 Occasional work example removed

Appendix 3 Wording amended from 30 minutes to a reasonable distance & standby calculation added

Record of changes to the Allowances – How to guide This table has been inserted to record amendments to the document

Record of amendments

how to guide - hampshiredocuments.hants.gov.uk/corprhantsweb/summaryofallowancesguida… · terms...

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