Meeting of the Parliament

Meeting date: Wednesday, June 27, 2018

Official Report 1289KB pdf

---

Scottish Parliamentary Corporate Body Motion

The next item of business is consideration of motion S5M-12953, in the name of Andy Wightman, on witness expenses. I call Andy Wightman to move the motion on behalf of the Scottish Parliamentary Corporate Body.

16:30  

Today, the Scottish Parliamentary Corporate Body invites the Parliament to agree to revise the witness expenses scheme. The corporate body has oversight of the scheme, which is administered by the committee office. The witness expenses scheme was agreed by the Parliament in 2000, and its focus at that time was on witnesses giving evidence during proceedings of the Parliament under the Scotland Act 1998 and standing orders.

The commission on parliamentary reform has led to a renewed focus on strengthening the Parliament’s public engagement and drawing evidence from a wider range of people. To support that, the committee office has conducted the first review of the witness expenses scheme since it was introduced in 2000. The revised scheme seeks to achieve two aims: first, to make the scheme more accessible to those who need it and, secondly, to strengthen the financial processes that underpin the scheme.

The revised scheme introduces a set of underlying principles and rules to clarify the purpose of paying expenses to witnesses. Those emphasise that expenses are primarily for those who would otherwise find it difficult to participate. The rules will be set out clearly for claimants and will be based on a set of principles that include inclusivity, accessibility, honesty, objectivity and sustainability. Significantly, the proposed changes include what can be claimed by carers and for carers, as well as enabling claims for hiring videoconferencing facilities.

Other changes focus on strengthening the financial processes that underpin the scheme. The approvals process will be streamlined so that, once a committee has agreed to hear from a particular witness, the authority to approve individual claims will lie with the group head of committees and outreach, who will also be able to set a threshold for expenses above which claimants will need to obtain prior approval. The corporate body will monitor the introduction of the revised scheme to ensure that it is working as intended.

I move,

That the Parliament determines that:

(a) allowances and expenses in respect of the matters set out in column (1) below be paid or payable, as the case may be, in accordance with Rule 2.6.2 or 12.4.3 of the Standing Orders, as the case may be, to a person who attends proceedings of the Parliament for the purpose of giving evidence or who produces documents in his or her custody or under his or her control;

(b) said allowances and expenses be at the rates set out in column (2) opposite the respective entries in column (1);

(c) the rates set out in column (2) be uprated in accordance with column (3);

(d) said allowances and expenses be applied in accordance with the set of underlying principles and rules detailed below;

(e) the SPCB be directed to issue revised guidance and provide claim forms in connection with the payment of such allowances and expenses; and

(f) that the qualifying date for such expenses and allowances be 2 July 2018.

ANNEXE A – OVERVIEW OF CLAIMABLE EXPENSES

The below rates are reviewed annually and may be revised. Any changes will take effect from 1 April.

Current Scheme (2017/18)

Accommodation (not including food/drink)

Overnight Stay £118.75 per night

Updated scheme (2018/19)

Overnight expenses

(including accommodation,

food/drink) £156.00 per night

____________________________________________

Current scheme (2017/18)

Subsistence (including overnight)

Less than 5 hours Nil

5 to 10 hours £6.29 max

Over ten hours £13.61 max

Updated scheme (2018/19)

Food and drink (not overnight)

Less than 5 hours No change

5 to 10 hours No change

Over 10 hours No change

____________________________________________

Current scheme (2017/18)

Travel by public transport

Standard fares Paid at cost

Updated scheme (2018/19)

Travel by public transport

Standard fares No change

____________________________________________

Current scheme (2017/18)

Travel by private transport

Taxi Paid at cost

Car 45p per mile

Motor Cycle 25p per mile

Pedal Cycle 21p per mile

Updated scheme (2018/19)

Travel by private transport

Taxi No change

Car No change

Motor Cycle 24p per mile

Pedal Cycle 20p per mile

____________________________________________

Current scheme (2017/18)

Loss of earnings

Paid employment £237.51 per ½
day max

Self-employment £237.51 per ½
day max

Updated scheme (2018/19)

Loss of earnings

Paid employment No change

Self-employment No change

____________________________________________

Current scheme (2017/18)

Caring costs

Childcare £8.45 per
hour max

Unpaid primary carers: replacement

care cover for dependents for

up to 7.5 hours N/A

Updated scheme (2018/19)

Caring costs

Childcare No change

Unpaid primary carers: replacement
care cover for dependents for
up to 7.5 hours To be paid at cost

____________________________________________

Current scheme (2017/18)

Other

Photocopying 13p per sheet

Postage Paid at cost

Video conferencing N/A

Updated Scheme (2018/19)

Photocopying No change

Postage No change

Video conferencing To be paid at cost

 

ANNEXE B – WITNESS EXPENSES SCHEME PRINCIPLES AND RULES

SCHEME OVERVIEW

In submitting a claim, the claimant shall:-

(i) act in accordance with the Scheme Principles; and

(ii) comply with the Rules of the Scheme.

PRINCIPLES OF THE SCHEME

The Principles of the Scheme are:

Inclusivity

The Scottish Parliament aims to promote engagement and participation to support and strengthen the work of the Parliament and to enhance parliamentary democracy at home and abroad.

In striving to meet this aim, the Parliament recognises that individuals have different needs which impact on their ability to participate equally in the work of the Parliament and its committees.

The principle of inclusivity shall therefore be the paramount principle of the Scheme.

Accessibility

In supporting equal participation in the committees’ work through the payment of witness expenses, due regard shall be had to the following–

(i) whether the claimant has been invited to participate in an individual or professional capacity. If participating in a professional capacity, whether the body being represented, or individual representative, is able to recoup the expenses incurred from their own professional allowances scheme, entitlement or taxation relief;

(ii) whether the claimant has any individual need(s) that, if not met by a claim for expenses, may otherwise have a negative impact on their ability to participate equally in the work of committees.

Honesty

All claims under the Scheme shall be made in good faith. In this regard, the claimant shall ensure that any claims submitted relate solely in respect of their attendance of parliamentary activities and are not submitted in order to gain financial or other benefit for the claimant, or any other person.

Objectivity

With regard to the principle of inclusivity, the claimant, in submitting a claim for expenses under the Scheme, shall be satisfied that the amount and type of claim(s) represent value for money and were incurred having due regard to–

(i) the claimant’s individual needs; and

(ii) the efficiency and effectiveness of the claimant’s ability to participate in relevant proceedings.

Sustainability

The Scottish Parliament aims to reduce the need to travel and develop and promote the use of sustainable travel by people working in and visiting the building.

When deciding on whether transportation options to attend parliamentary activities represent value for money, claimants shall also give regard to ways in which they may be able to minimise the carbon footprint of their participation. In this light, claimants may have regard to:

(i) low-carbon transportation options; or

(ii) providing evidence by more sustainable means, such as by video conference or submitting any written evidence electronically.

RULES OF THE SCHEME

1. The payment of expenses shall be at the discretion of the Group Head of Committees and Outreach and all claims under the Scheme shall be assessed on an individual basis.

2. All expenses claims made under the Scheme must be evidenced by original receipts or vouchers (as applicable).

3. Payment of expenses under the Scheme may be made in advance of proceedings with approval of the Group Head of Committees and Outreach.

4. Claims must be received by the clerking team within 28 days of the date on which the proceedings took place in respect of which the claimant makes a claim under the Scheme.

5. Claims for loss of earnings in respect of self-employment must be evidenced by a certificate from an accountant or a copy of the claimant’s previous year’s tax.

6. Travel and accommodation shall be incurred at standard rates, unless previously agreed with the Clerk to the Committee.

7. Claims totalling more than the upper limit set by the Group Head of Committees and Outreach must receive prior approval of the Clerk to the Committee.

8. Private transport should only be used where it is more economical in the circumstances, or where travel by public transport is otherwise inappropriate.

Thank you. The question on that motion will also be put at decision time.