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Expenses policy and compliance

This Freedom of Information request asks for details of staff expense and our compliance and policy in relation to expenses and travel booking.

Request for information - Ref No: FOI20955

Request

Thank you for your email of 14 April 2020 requesting information from Ordnance Survey in accordance with the Freedom of Information Act (FOIA) 2000, as set out in the extract below:

  1. Have there been investigations relating to expense compliance in your department in the last 24 months?
  2. If so, how many?
  3. Do you have a clear expense policy in place at your department?
  4. What has been your departments employee expenses spend over last 2 financial years?
  5. Does your department have software in place that allows staff to book trips and submit expenses, or are they expected to book it by their own means?

Our response

I confirm that Ordnance Survey does hold some of the information you have requested. Where the information is not held or exempt from disclosure this is stated. Taking each request in turn, I confirm the following:

1. Have there been investigations relating to expense compliance in your department in the last 24 months?

I confirm there have been no formal investigations relating to expense compliance in the last 24 months, therefore we do not hold this information.

2. If so, how many?

Not applicable, see the response to question 1.

3. Do you have a clear expense policy in place at your department?

I confirm we have an expense policy at Ordnance Survey, which is easily accessible to all employees.

4. What has been your departments employee expenses spend over last 2 financial years?

I confirm that we do hold this information. Expenses for all OS staff for the last two financial years is available on our website via our publication scheme, under the section titled ‘What we spend and how’.

Therefore, this information is exempt from disclosure under section 21 (Information accessible by other means) of the Freedom of Information Act (FOIA) 2000. We consider this exemption applies because the information requested is accessible to you as it is already in the public domain.

Section 21 is an absolute exemption therefore no public interest test is applicable.

5. Does your department have software in place that allows staff to book trips and submit expenses, or are they expected to book it by their own means?

I confirm we have software in place for employees to book trips and submit expenses.

Booking trips is via Crown Commercial Service and we use DigiTS a travel booking Digital Travel Solution and employees submit expenses via Workday Expenses.

Internal review

Your enquiry has been processed according to the Freedom of Information Act (FOIA) 2000.  If you are unhappy with our response, you may request an internal review with our Internal Review Officer by contacting them, within two months of receipt of our final response to your Freedom of Information (FOI) request, as follows:

Internal Review Officer
Customer Service Centre
Ordnance Survey
Adanac Drive
Southampton
SO16 0AS

Contact us via our FoI form

Please include the reference number above. You may request an internal review where you believe Ordnance Survey has:

  • Failed to respond to your request within the time limits (normally 20 working days)
  • Failed to tell you whether or not we hold the information
  • Failed to provide the information you have requested
  • Failed to explain the reasons for refusing a request
  • Failed to correctly apply an exemption or exception

The Internal Review Officer will not have been involved in the original decision. They will conduct an independent internal review and will inform you of the outcome of the review normally within 20 working days, but exceptionally within 40 working days, in line with the Information Commissioner’s guidance.

The Internal Review Officer will either: uphold the original decision, provide an additional explanation of the exemption/s applied or release further information, if it is considered appropriate to do so.

Appeal to Information Commissioner’s Office (ICO)
If, following the outcome of the internal review you remain unhappy with our response, you may raise an appeal, within three months of receiving our response, with the Information Commissioner’s Office.

Further information can be found on the ICO website (ico.org.uk) under ‘Report a concern’ or you may wish to call the ICO helpline on 0303 123 1113.