Work Related Travel Policy

1. Purpose

This policy applies to all work-related travel and off-site visits carried out by staff and students of Albion and provides guidance on when staff and students will be reimbursed for costs incurred on Albion business

2. Overview

The overarching aim of the policy is to consider the health and safety and insurance implications of work-related travel, whether such travel is domestic or overseas, and to ensure that Albion is able to manage associated risks to an acceptable level.

3. Scope

This Policy applies to all staff and students at all levels within the organisation. Categories of travel include (not exclusively): recruitment visits, attendance at conferences, business meetings, research in overseas countries and teaching overseas and relate to all forms of transport, accommodation, and subsistence.

4. Responsibilities

Staff and students are responsible for:

• Taking care of their own health and safety whilst undertaking off-site visits and not compromising the safety of colleagues they may be travelling with.
• Utilising the systems in place for managing such visits within their Departments.
• Feeding back any concerns to Albion at an appropriate point either during or after the visit.
• Ensuring that all relevant paperwork (Passport, Visa and Itinerary documents) are up to date and correct.
• Providing a photocopy of their Visa and Passport to Albion.
• Completing Risk Assessments for each journey they undertake on behalf of Albion when travelling abroad.
• Ensuring that their own vaccinations are up to date and relevant for the areas that they are visiting.
• Monitoring the Foreign and Commonwealth office website and local news channels whilst overseas.
• As a representative of Albion, acting responsibly and professionally at all times.

The Line Manager is responsible for:

• Ensuring that an appropriate system is in place to consider the adequacy of risk assessments and ensuring that a suitable management system is in place, and monitored within their Departments which reflects the requirements of this policy.
• Ensuring that staff and students who undertake travel as part of their work are suitably trained and experienced to do so.
• Responding to incidents and feedback which is reported by staff and students.
• Ensuring that a robust system is in place to manage staff and students who may be off-site within all their areas of control.
• Receiving reports of significant residual risks and making considered decisions on their acceptability involving the Health & Safety Officer and members of University Executive if appropriate, in accordance with the risk statement.

Albion Executive Team:

• Selecting a suitable travel agent, taking into account health and safety considerations e.g., the availability of a 24-hour help line, passenger tracking information, the facilitation of accommodation, health and safety checks.
• Providing a contact point to receive updates from Travel Insurance providers and

travel agencies

• Arranging overseas travel insurance on behalf of the organisation and publishing the levels of cover.
• Initiating a suitable response to safety alerts received in relation to overseas destinations.
• Establishing the risk statement in relation to overseas travel, and for considering this statement when strategic decisions are made in relation to work off-site.
• Considering any requests for off-site visits where significant residual risks exist, or where requests are made to travel to areas outside the published risk statement.
• Taking suitable action to manage incidents which may arise involving University staff and students.

5. Modes of Travel

Rail

As far as possible in advance to gain the best pricing for tickets.

Tube/Metro

Fares should be included on the rail ticket price; however, this can be claimed back on expenses if you are unable to get zone cards at the time of booking.

Air Travel

Prospective travelers must establish the costs of travel before getting authorisation for travel/conference and confirm this when a booking takes place.

All staff travelling on the same route are expected to travel in the same class.

The standard class of seat is Economy. This may only be changed with the explicit approval of Albion’s senior team; other classes may be considered if a flight is over 6 hours and staff are expected to work within 6 hours of arrival.

Hire Cars

Individuals can choose to use a hire car where public transport is not suitable for the visit.

When hiring a car, the most appropriate and economical size of car should be requested to suit the number of people travelling and the length and type of journey. The individual should consider the additional charges for the location of car delivery (home or work) and delivery time to minimise excess charges. Individuals who hire vehicles are also responsible for refueling the vehicle prior to pick-up. Staff will be reimbursed for this through the expenses system, supported by a valid itemised receipt. 

Taxis

Fares should be paid for by an individual and claimed back on expenses with a valid itemised receipt.

6. Subsistence: Costs Albion will pay or Reimburse

Reimbursement of subsistence costs is via Albion’s expenses system and must be supported by valid scanned itemised receipts.

For all travel Albion will pay or reimburse costs that are wholly, exclusively, and necessary for Albion’s business. However, Albion will do this within certain parameters and limits which have been informed by guidance issued by HMRC. These parameters and limits are designed both to ensure that all travel represents value for money and that the individuals do not face a potential tax liability as a result of their travel.

Whilst Albion will not outline guidance on every scenario or type of expenditure, staff and students are expected to apply “common sense” and the principles behind the guidance below when determining if a cost is appropriate.  Wherever possible if staff are expected to be at the same meeting they should consider travelling together to save money and carbon emissions.

Specific guidance is outlined below for key areas:

Accommodation

Staff or students travelling on behalf of Albion are expected to stay in suitable safe establishments. Whilst it is not possible to give a maximum cost per night which will be appropriate to every country or region, Albion expects that accommodation and breakfast costs will generally not exceed the local currency equivalent of the £150 per night maximum. (Although discretion is required to ensure that this is not excessive in certain countries)

Airport Lounges

For long haul flights or flights with a long stopover, airport lounges will be considered with pre-approval.

Baggage

If excess baggage is required as a result of your trip then Albion will reimburse this cost.

Bus Fares

Costs for using buses will be reimbursed with a valid itemised receipt.

Car Parking

Costs for parking at railway stations and public car parks will be reimbursed with a valid itemised receipt. Airport parking should be arranged via departments.

Congestion/Clean Air Charges

Drivers should register vehicles prior to travel and claim back by providing the proof of registering / purchase.

Foreign Exchange Costs

Individuals will be reimbursed for the actual cost incurred in pounds sterling provided a valid itemised receipt (or bank statement showing the exchange cost) is attached.

For expenses submission the firm XE is used as the basis for calculation of the day incurred expense.  If currency is purchased via a Bureau de Change, then a receipt showing the exchange rate must be produced.

Holiday Costs

On occasions travelers may wish to add days to the beginning or end of the trip.  Albion will only pay the costs of the travel associated with Albion business for that individual. 

Individuals who want to extend their travel or include partners must book their own travel, however Albion will only re-imburse the business element of the trip.

Travellers will be expected to pay the difference in flight costs, should the amended date increase the cost of the booking. 

Administrators will not book accommodation for personal holidays; they will book accommodation for the duration of your work-related business only. Therefore, additional nights must be booked and paid for by the individual.

Laundry

As a general rule the costs of laundry will not be reimbursed, however the exception for this is long trips when reasonable costs will be claimable via expenses with a valid itemised receipt.

Meals

Albion will reimburse/pay for reasonable daily costs of meals when the individual is on business. As a general guideline when purchasing meals, individuals should where possible keep within the allowance of £30 per person for evening meals, £10 per person for lunch and £10 per person for breakfast. When travelling abroad, the local currency equivalent of these figures should be used. There will be some instances where this cannot be achieved, and travelers are requested to seek guidance at the point of arranging a trip. Albion will reimburse actual meal costs incurred with a valid itemised receipt; it will no longer pay flat rate allowances because of the individual tax liabilities that could be incurred.

This policy does not define specific guidelines for what constitutes a reasonable meal expense, because the reasonableness of an expense depends upon many relevant factors including the business purpose of the event and its attendees.

“Reasonable” means the amount that normally would be spent in that specific situation. The amount will vary depending upon circumstances, but lavish or extravagant meals will not be paid for by Albion. 

While spending University funds, consider these questions to ensure that resources are being used appropriately:

• Is there a good explanation as to why the expenditure is appropriate?
• Has it been adequately documented?
• Could the amount spent be comfortably defended under public scrutiny? (FOI)
• Would you be free from worry if the expense was selected for audit?

Albion will pay the cost of alcoholic beverages only in particular circumstances up to a reasonable amount and this should be agreed in advance. Such costs must be separated out on valid itemised receipts to assure accurate reporting and cost recovery. Prudence should be used in the purchase of such beverages as they may comprise a significant portion of the cost of the meal.

Tipping costs are not reimbursable.

The policy, of course, does not preclude the host from paying out-of-pocket for amounts above this level as long as they are not claimed.

Mileage Rates

Individuals should consider if their journey can be made by public transport in the first instance and use this where it is practical and economic. If this is not possible personal travel arrangements should adhere to the following:

• Individuals that travel on Albion business using their own car must have the correct insurance which includes business travel, a valid MOT certificate, valid road tax and the appropriate driving license for the vehicle they are using.

• In addition, annually (every year), (or if there is a change in circumstances, such as penalty points being added to the license) drivers should inform Albion.

Staff will be reimbursed at the following rates when using their own vehicle:

Cars and Vans – first 10,000 miles in tax year                                    45p per mile

Cars and Vans – each additional mile over 10,000                            25p per mile

Motorcycle                                                                                               25p per mile

Bicycles                                                                                                20p per mile

External Examiners do not have to provide the driving documentation listed above to claim mileage allowance. In claiming mileage, the External Examine confirms that they have the correct motor insurance which includes business travel, a valid MOT certificate, valid road tax and the appropriate driving license for the vehicle they are using.  Albion reserves the right to inspect copies of relevant driving documents.

Please note that the general rule when travelling to or from a third party is that mileage can be claimed on the basis of the lesser of third party to/from Albion versus third party to/from home.

Mini-Bar

This is to be discouraged owing to the high costs, however there may be circumstances when this is unavoidable (arrival late at hotel with no other option etc.).   Albion will only reimburse for water and soft drinks.

Newspapers

These are classed as a personal expense and will not be reimbursed.

Pay per View

This will not be reimbursed. Individuals are reminded that they are acting on behalf of Albion and therefore inappropriate material should not be viewed.

Phones 

It is assumed those travelling will have access to an Albion phone which is covered by contract. Calls can be made back to the UK to phone home.

Where individuals use their own mobile phone then we will reimburse for the reasonable costs of phoning home on production of an itemised bill.  Skype/ Facetime or other communication tools which can be used over the internet are encouraged.

Receipts

Albion’s expenses system requires scanned images of all valid itemised receipts for electronic submission.

Road Tolls

Where staff use toll roads as part of their business travel route, claims will be paid on the relevant rate provided there is a valid itemised receipt.

Room Service

This is permissible providing that the total cost remains in the subsistence rates.

Wi-Fi / Internet

This will be reimbursed if not included in the hotel rate.

Other expenditure

Albion will reimburse or pay for other costs which are directly related to travel. It is not possible to produce an exhaustive list, but examples include vaccinations, visas, taxi fares and sundry costs such as bottled water, when employees are abroad.

7. Planning visits

Prior to any planned activity, permission should be sought from Albion’s management team.  For routine, low risk, off-site UK visits authorisation may be given (including for a series of off- site visits) without the need for separate approval each time or the need to complete a risk assessment.

Please note that a Travel Risk Assessment should be completed for all overseas trips (including trips to Northern Ireland)

Travelling Overseas

For some destinations the visit may need to be authorised by a member of Albion Executive.  Staff should consider:

• Security risks and travel to areas of political instability
• Natural disasters and extreme climates
• Areas of endemic and epidemic disease

The individual should refer any requests for travel which present unusual or high residual risks to Albion Executive. There may be ethical reasons why Albion does not want to work in certain areas of the world.  Alternatively, it may be that the residual risks associated with the travel are unacceptable.

In the  interests  of  staff and student safety,  those who wish  or  are  required  to  travel overseas on University business must ensure they check information provided by the Foreign & Commonwealth Office (telephone: 0870 6060290, website address:  www.fco.gov.uk), which is updated on a regular basis. Travel is NOT permitted to areas where the FCO advise against travel.

When travelling to higher risk destinations it will be necessary for the employee to keep the risk assessment under review until the point of departure, to ensure that the most current information is used.

Overseas Travel Risk Assessment

Staff or students should first consider if the trip is necessary and if there are other methods of attending, for example Video Conference/Skype/Link.

If the trip is deemed necessary, then they should complete a risk assessment (above) for travel abroad.

If travel is required to high or extreme risk areas, prior approval will be required by the Insurance company and a detailed itinerary must be provided including flight details, how the individual(s) will travel to and from the airport in the country, e.g., security presence, details of where individuals will be staying and visiting on each day of the trip and how they will travel between destinations.

Once permission has been granted, all off-site overseas work visits carried out within Departments should be categorised according to risk. In the first instance, this categorisation should be determined by the person intending to travel. Departments will need to introduce a mechanism to ensure the approval process picks up on any miscategorised visits.

Risk Category:  One (Low or Medium Risk)

These are low risk trips which require Part 1 of the risk assessment form to be completed for each visit. Such visits would include attendance at short conferences in the EU or regular teaching slots in non-volatile, easily accessible environments and hosted visits to overseas universities. There should be no significant additional risks associated with the visit and nothing on the Foreign and Commonwealth Office website which indicates a high-risk status in any respect.

The health and safety protocol for such visits should be as follows:

• The Head of Department must put in place a system to approve the visit or a series of visits. Arrangements should be in place so that a process exists to enable start and return dates to be recorded. A travel itinerary should be provided for overseas visits.

• The Head of Department must ensure that current home emergency contacts are held for the individual and that individuals leave their contact information whilst they are away, including accommodation details, in-country contacts when overseas and mobile phone details.

• Accommodation should be booked via a reputable external event organiser (e.g., conference host) and due consideration should be given to the location of the accommodation and safe travel to the event.

• For overseas visits, the participant must be authorised under the travel insurance provisions and be issued with the emergency contact card in case of emergency.

Risk Category: Two (High or Extreme Risk)

In addition to the above, all other higher risk travel arrangements must be supported by a written Risk Assessment Part 2 which covers the activity. It may be possible for one basic risk assessment to be prepared which covers a number of trips to the same destination. However, this must be frequently reviewed prior to departure to ensure any changes to the risk status of the destination are considered.

Examples of visits falling into category two would include visits to areas for any purposes where the travel advice states there is a high or extreme risk for security and terrorism, any visit to a remote area, fieldwork and research with significant risks attached, or any overseas recruitment activities to new or existing areas. If there is a need to obtain vaccination prior to travel this may be an indication that there are risks associated with the visit which require special control measures being adopted.

Entry can be refused if not carrying documentation

An approval process for risk assessments completed by staff or students should be in place.  Any significant residual risks which remain in place following the risk assessment should be clearly flagged up to the Head of Department or equivalent. The Head of Department will then need to consider whether the residual risks identified are acceptable, and if necessary, seek additional advice from the Insurance Officer.

A reporting-in procedure, commensurate with the risks associated with the travel, should be included as part of the risk assessment. This may be by phone, email, or text. Frequency of reporting will be determined by risk assessment. Departments should consider the action to be taken in cases of non-reporting in.

Risk Assessment Criteria for High or Extreme locations

The following hazards (not an exhaustive list) should be assessed as part of the risk assessment process:

• Hazards associated with the activities carried out during the off-site visit
• Fatigue when travelling and driving following flights
• Inability to maintain an appropriate work life balance
• Health effects due to long haul flights 
• Fatigue at place of work due to travel frequency, duration times, and ability to take breaks and rest periods
• Lone Working and personal safety
• Dealing with the public
• Terrorism and security threat including kidnap (please read the attached article regarding bombing incidents
• Competency of the traveler (previous experience of business travel, culture being visited and location)
• Inability to communicate
• Inability to summon help in an emergency
• Inability to locate staff member or student in an emergency
• Inability to access medical care, despite insurance cover (some hospitals overseas will only accept cash up front to provide treatment, even in a critical life-threatening emergency)
• In-country medical care presents threats e.g., infection risks from syringes
• Climate
• Natural Disasters
• Contact with animals
• Food and Drink Hazards
• Transportation in country

Minimum Standards for Overseas Travel

In order to achieve consistency in the risk assessment process the following standards have been set down with respect to certain control measures which need to be in place throughout Albion:

• Flights and accommodation should be arranged through Albion approved travel management company. The approved travel management company will provide a mechanism for departments to track Albion employees who are overseas at any given point in time.

• In the event of conference booking, it is generally easier to book the conference and accommodation at the same time and this can be done directly with conference organisers.

• All staff and students who regularly travel overseas as part of their duties should be issued with ‘contact cards’. These will state basic personal details, key contacts and the emergency response numbers.

• Risk assessments must be completed regardless of where visits are undertaken.

• In the case of long-haul flights or other extended travel episodes, employees should not undertake duties and/or lengthy drives without an adequate rest period taking into account the time differences of the country being visited. A reasonable period for rest and/or acclimatisation should be allowed for within travel itineraries and will be dependent upon the class of travel chosen to travel.

• It should be at the manager’s discretion to grant a reasonable recovery period following return from an extended period of overseas travel, especially after long haul flights. This will allow the employee to recover from the overseas trip and acknowledges the fact that on many occasions the daily routine may exceed the standard working day whilst overseas. Time differences will need to be considered as to when the period of rest is best taken.

• For longer trips, the taking of rest/lieu time is best achieved during the period of stay and therefore a rest period should be factored into the itinerary. For shorter duration trips, it should be taken at the end of the trip. The arrangements for weekend working and subsequent taking of time off should be agreed in principle with line managers before the visit takes place and it is important that the trip is the correct balance of work and periods of rest.

• It should be standard practice for the risk assessment to identify how many employees are required to attend an event for reasons of safety.

• Standards of accommodation may vary from country to country. It is expected that employees or students will stay in accommodation which does not present any health and safety concerns. The risk assessment should detail extra requirements which may be necessary from the hotel or when visiting other Universities, their arrangements.  Examples include a need to avoid dubious localities, a need to ensure that a chauffeur service exists to avoid kidnap risk, a need to ensure a cash advance would be forthcoming in the event of emergency, presence of English-speaking staff etc.

• A method for communication must always be available to employees whilst abroad, this may mean hiring a satellite phone for visits, purchasing SIM cards whilst abroad or having an Albion paid mobile device.   

Individual Risk Assessment for Overseas Travel

Staff and students should be advised to seek the advice of their GP prior to travel, after providing an outline of the destinations to be visited and the type of work to be carried out. They can then obtain the necessary vaccinations via their GP or travel clinic or via the Occupational Health provider for Albion. Any costs will be reimbursed by Albion.

Any individual who is required to travel on any work-related matter should not do so if their GP has advised against this. Any individual who is concerned about their ability to undertake overseas visits should seek their GP’s advice before travelling.  If you have been seriously ill within the 6-month period before the date of travel, a “Fit to Fly” certificate should be obtained from your GP and sent to the Insurance Officer.

An Occupational Health referral may be appropriate for individuals who have specific health needs. One outcome from the referral process may be that the Occupational Health Department will make specific recommendations regarding the travel arrangements which need to be put in place for an individual. Decisions can then be made on the viability of travel plans.

Experience/Knowledge of the traveller

One of the critical elements when looking at the safety of working overseas is the experience of the staff member or student, both in travelling generally and within the country or area of the country they are travelling to.

As well as referring to the published sources of advice it is likely that those going to

High/Extreme risk destinations will need:

• A briefing by another employee with experience
• A familiarisation visit with an experienced member of staff
• Advice from members of the International staff who may have knowledge of the area being visited and who may have known contacts/agents who work with Albion

This will apply to all staff members including senior colleagues.

There can be very significant cultural issues which need to be covered, together with local knowledge of do’s and don’ts for each destination.

For completely new destinations it will be necessary to provide these briefings through other mechanisms. This may include networking with colleagues in other universities.

Research ventures may require specialist competencies or technical skills. If this is the case, details should be included in the risk assessment.

Good Practice for Overseas Travel

• When travelling abroad within the EU, travelers should have an EHIC Card. (Please note that there is a student version of this.

• Non-British citizens travelling abroad on behalf of Albion must complete risk assessments and also contact the Insurance Officer in the Finance Department to ensure that there is sufficient insurance cover for the country they are visiting.

• Employees who travel overseas frequently are advised to keep in touch with information issued by the Foreign and Commonwealth Office.

• If possible, no appointments should be made on the day of travel where the total duration of travel is over 6 hours.

• Itineraries should take account of travel time, travel mode and allow for meal breaks.

• Where working days are likely to be lengthy, appropriate consideration should be given to the potential for fatigue when preparing the itinerary for the following day.

• Recruitment trips should not routinely exceed two weeks, although there may be reasons why this may be extended if particular circumstances demand a longer stay.

• When overseas, for domestic and in–country flights, where economy flights are not available, premium class or economy plus equivalents (which provide seats with back support and extra leg room) may be booked. Normally, the additional costs incurred for such flights are offset by a reduction in excess baggage costs.

Reporting of Incidents

A mechanism should be in place to manage any incidents which are reported during or after an overseas visit. Examples might be threatening behaviour, ill health, or poor standards of accommodation. Emergency   contact   numbers   are   supplied   for   emergency   medical assistance and to facilitate repatriation in the event of a security incident. Staff and students should ensure that their line manager/course leader is alerted to any serious difficulty at the earliest opportunity.

After any incident has occurred the risk assessment in place should be reviewed. If necessary, changes to the risk assessment should be completed. It may be that a formal investigation is required so that improvements may be implemented across Albion. This investigation should be completed by the Insurance Officer, Head of Procurement or Health and Safety Officer as appropriate.

Insurance for Overseas Travel

Albion has travel insurance cover in place for its staff and students travelling overseas on Albion business either for teaching or research, and for students who are on placements or representing Albion.

In order for cover to apply, the individual should complete a travel risk assessment.  Once checked, the receipt of the form will be acknowledged, and a travel insurance document will be issued.  This contains details of the policy number and the insurer’s emergency contact numbers.  Please note that unless this acknowledgement has been issued, insurance cover is not in place.

The medical expenses cover provided under Albion’s travel policy is not full health insurance; it will only cover emergency treatment and associated expenses. Routine, preventative, or other elective treatments are not covered. Pre-existing medical conditions are only covered if travel is being undertaken in line with medical advice. Cover is not provided for anyone travelling against medical advice or for the purpose of undertaking treatment.

If individuals are visiting their normal country of residence medical cover is not provided.

Should any staff member or student require any medical assistance whilst abroad, they should contact Albion’s travel insurer using the contact details on the travel card issued to staff or students when obtaining Travel Insurance. The information required is: a contact number, location and the name of any attending doctor. Once they have these details the travel insurer will liaise with the individual to get the correct medical treatment required and will advise the appropriate people including family members if required. Support from our travel insurer is available 24 hours a day 365 days a year. Individuals are requested to keep all valid itemised receipts, doctors notes etc. as evidence when making a claim.

Any other claims such as loss of luggage can be dealt with on return to Albion. If essential items need to be bought as temporary replacement for items lost, individuals are requested to keep all valid itemised receipts as evidence for the claim. Contact Albion Insurance Officer to obtain claim forms.

Staff and students are further reminded that Albion’s travel insurance policy may be invalidated if travel proceeds against specific Foreign and Commonwealth Office advice.

Albion’s Travel insurance Policy provides cover for trips abroad where Albion element of the trip is more than 50% of the time away from the UK, provided that the person is fit to travel at the point they leave the UK and any ”private” travel is incidental (see Appendix 4 for further information). 

Financial Arrangements for Overseas Travel

Under normal circumstances it is expected that Albion staff and students will travel overseas on economy class. Fatigue after flying long haul can be addressed by ensuring adequate rest periods after travelling. However, there may be circumstances where it can be justified in terms of health and safety or business reasons to travel economy plus or business class. Health and Safety concerns should be dealt with by a referral of the person concerned to Occupational Health.

All items purchased shall be supported by valid itemised receipts. Discretion may be used in countries where it is difficult to obtain receipts in all cases.

In situations where a member of staff is regularly representing Albion on business at home or abroad there may be a requirement to apply for an Albion credit card to cover their expenses.

In certain cases, there may be a requirement for some Foreign Currency to be taken into countries. In these circumstances arrangements should be flagged up during the risk assessment process. For staff who bring back ‘soft’ or ‘obscure’ currencies, we recommend that the cash is cashed back in via Travelex at the airport and details of all valid itemised receipts are provided to support the cash advance.

Impact of the Bribery Act and Albion Gifts and Hospitality Policy

The Bribery Act came into force on 1 July 2011. This Act makes the “receiving or requesting a bribe” an offence which can lead to severe consequences for individuals and Albion such as unlimited fines and up to 10 years in jail.

Bribery is defined as “offering, promising or giving of financial or other advantage with the intention of inducing a person to carry out their business improperly in breach of what a reasonable person would expect” i.e., a payment or similar which induces an individual or organisation to act improperly.

It is therefore particularly important that all employees and students read Albion’s Gifts and Hospitality Policy which sets out the procedures Albion has put in place to ensure that it has appropriate and adequate arrangements to prevent bribery. This is particularly important for employees travelling overseas given that travel may take place to countries where it is culturally insensitive to refuse a gift or hospitality.

There are occasions where employees will take gifts to foreign hosts. It should be borne in mind that these should be of insignificant value and therefore could not be seen as a bribe.

Tips should not be made and are not reimbursable under normal circumstances. This avoids accusation of falling foul of the Bribery Act.

8. Policy Review

This policy will be reviewed on a tri-annual basis or at an earlier date if changes are required due to risk assessment review or changes in government advice.