“Where Healing Finds a Home”

Support, connection, and holistic care for your mind, body and spirit.

“You can’t go back and change the beginning, but you can start where you are and change the ending” – C.S. Lewis

Each step you take now shapes the future you deserve.

MILEAGE AND EXPENSES POLICY

Orion’s Embrace CIC is committed to supporting our practitioners in delivering accessible and compassionate care to our clients. To ensure fairness, accountability, and responsible use of charitable funds, the following policy outlines how travel and related expenses should be managed.

1. Travel Costs in Programme Quotes

Practitioners must include any expected travel costs at the time of submitting a referral response. Quotes should clearly show:

  • Session Fee

  • Travel Cost

  • Total Fee (including Travel)

Travel by car should be calculated using HMRC’s Approved Mileage Allowance Payments (AMAP):

  • 45p per mile for the first 10,000 miles in a tax year
  • 25p per mile thereafter

Travel costs are considered part of the overall service fee and must not be invoiced or reimbursed separately. Practitioners may still claim mileage on their tax return if the cost has not already been reimbursed directly.

2. Actual Journeys vs. Projected Mileage

At the time of quoting, practitioners may not yet know if they will be seeing multiple clients in a day. If this does occur, the full journey

(e.g. Home → Client 1 → Client 2 → Home) must be calculated and the mileage divided fairly between those clients.

Practitioners must not claim a full round trip for each client when visits are combined. Orion’s Embrace CIC reserves the right to adjust future invoices where overestimated travel has been identified through mileage logs.

3. Alternative Travel & Other Eligible Expenses

Where car travel is not possible, the following expenses may be included as part of the quoted programme fee:

  • Bus or train fares (standard class only)

  • Taxi fares (pre-approved or in exceptional circumstances)

  • Parking costs

Receipts must be provided where relevant. Expenses cannot be reimbursed separately and must be built into the total service cost.

4. Monthly Mileage & Expense Log – Required

Practitioners are required to submit a travel log by the final day of each calendar month in which any travel took place. This should include:

  • Each journey taken

  • Total miles driven

  • Division of mileage where applicable

  • Receipts for any public transport, parking, or other expenses

Failure to submit a monthly travel log may result in travel costs being excluded from current and future programme fees.

5. Adjustments for Overestimated Travel

If a practitioner’s mileage or travel costs are found to significantly exceed the actual distance or expense incurred, Orion’s Embrace CIC may adjust future invoices accordingly. This avoids the need for refund requests and ensures responsible use of CIC resources.