defence guide to allowances & expenses on jpa

The Ministry of Defence has a zero tolerance approach to fraud

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Defence Guide To

Allowances & Expenses on JPA


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ForewordWelcome to the Defence Guide to Allowances and Expenses on JPA.

JPA is the Armed Forces Pay and Personnel Administration system for all Service personnel. It plays an essential role in ensuring that they are paid and administered correctly and that they are provided with the best possible personnel support throughout their career in the Armed Forces.

JPA allows users to undertake a number of activities on-line as a ‘Self Service User’. These activities include the submission and self-authorisation of expenses, claims and a range of allowances. This guide provides a useful aide memoire on how to undertake these activities via JPA, together with guidance on the process of authorising and auditing claims, and details of where you can obtain further assistance. The success of JPA relies on the timely and accurate input of JPA data; this will also ensure that claims are processed swiftly and successfully.

As Deputy Chief of Defence Staff (Personnel and Training), it is my responsibility also to remind you that the Ministry of Defence has a zero tolerance policy in relation to fraud. I therefore ask that before submitting a claim you read and understand all available guidance and seek expert advice if required.

DCDS (Pers&Trg)


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ContentsIntroduction 4 General AdviceAccommodation Allowance 6 Long Service Advance of Pay (LSAP)Subsistence Allowances 10 Booking Accommodation Day Subsistence (DS) Night Subsistence (NS) Reclaim the Daily Food Charge (DFC)/Core Meal Food and Incidentals Allowance (FIA) Advance of Subsistence Allowance How are Advances RecoveredTravel Allowances 22 Duty Travel Home to Duty Travel (HDT) Personal Contribution (PC) for Home to Duty Travel Home to Duty Travel (Automatic) Home to Duty Travel (Manual) Home to Duty Travel (Overseas) – Public Accommodation Motor Mileage Allowance (MMA) School Children’s Visits (SCV)Separation Allowances 34 Longer Separation Allowance (LSA) Get You Home Travel (GYH(T)) Self Service Journey Number Get You Home (Early Years) (GYH(EY)) Get You Home (Early Years) (Overseas Assistance) (GYH(EY)(OA)) Get You Home (Seagoers) (GYH(S)) Location Allowances 43 Local Overseas Allowance (LOA) Local Overseas Allowance – Relocation Leave Between Assignments Local Overseas Allowance – Individual Leave Allowance Get You Home (Overseas) (GYH)(O))Relocation Allowances 46 Disturbance Allowance (DA) Insurance Allowance (IA)Education Allowance 50 Continuity of Education Allowance (CEA)

Compensation and Reimbursement Allowance 53 Operational Allowance

Miscellaneous Allowances 55 Reimbursement of Medical, Dental, Optician and Prescription Fees Provision of Passports and Visas at Public ExpenseAuditing and Authorisation of Claims 56 Process Following a Claim Being Selected for Audit


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IntroductionWhilst this information is accurate, at the time of issue, it is a guide. If you are in any doubt, contact Unit HR staffs or refer to JSP 752 “Tri Service Regulations for Allowances”.

Allowance policy and rates change frequently, therefore you should not make financial plans on the assumption that current allowances policy and rates will continue unchanged. You may only submit claims for allowances in accordance with the policy and rates current at the time the allowance event being claimed for occurred. Rate tables are provided in Chapter 1 Section 6 of JSP 752. If at any time you are unsure whether you are entitled to claim an allowance, how much to claim or how often, you must consult the JSP 752 or speak with Unit HR staffs.

The JSP can be accessed via the JPA Portal:

Open the JPA Portal Screen

Click on Library located on the left hand side of the screen

Click on JSPs - Select JSP 752

In addition, the iExpenses Help button is available on JPA once you have clicked on JPA Expenses and is located on the left hand side of the screen, should you require assistance.

General Advice

All personnel are to complete the JPA Self Service User Course using the E-Learning package prior to receiving their JPA logon. There is also a Self Service Manager Course for those personnel who require it. You can access this package through the JPA Portal.

Open the JPA Portal Screen

Click on Training located on the left hand side of the screen

Click on JPA E-Learning Self Service User & Professionals

Click on either Self Service User Course OR Self Service Manager Course (right hand side of the screen)

Prior to departing on duty make sure that you are aware of the allowances you are entitled to claim. Unit HR staffs will have copies of the latest rates chart. If you are in any doubt as to what you are entitled to claim then you should seek advice from Unit


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HR. Should your personal circumstances change (e.g. marital status or change of home address) you are to inform your Unit HR staffs who can ensure that you receive the correct entitlements.

You should be aware that following the Allowances and Expenses Review, announced in Jan 11, Incidental Expenses (IE) has been removed with effect from 1 May 11. However, if you are hospitalised then you may still be able to claim this allowance.

When you are ready to make your claim, make sure that you have: • JPA User Name and Password

• Dates, times and details of your duty

• All receipts and written authority for your duty, for example: course joining instructions

• Knowledge of the current allowance rates that you are claiming

• Defence Hotel Reservation Service (DHRS) booking ref number and Non-Availability Certificate if appropriate

Once your claim has been submitted, print off the confirmation page and attach your receipts and other supporting documentation to the claim. You must also check your JPA workflow to see if you have been selected for random audit or for authorisation. If you have been selected for audit/authorisation, follow the instructions contained in the workflow and report to the auditor/authoriser named. You must store your receipts and paperwork associated with the claim in a safe place for 2 years from the date that the claim was submitted, as you will need to provide full supporting documentation if your claim is called for audit at a later date.


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Accommodation AllowanceEntitlement to this allowance is as set down in JSP 752 Chapter 2

Long Service Advance of Pay (LSAP)

Further reference – JSP 752 Chapter 2, Section 4

The aim of LSAP is twofold:

• To assist eligible personnel to enter the UK housing market; and/or

• To help meet UK housing needs arising from changing personal circumstances during an applicant’s Service career

LSAP is intended to assist towards the balance of the purchase price (taking into account, for example: legal expenses, surveyor’s fees, land registration and estate agent’s fees) when buying a property for which a Building Society, Local Authority, recognised Bank or Insurance Company is willing to advance a mortgage.

Recipients of LSAP will be asked periodically, normally every 6 months, via their workflow, to confirm that the property has not been let, disposed of or sold. Instructions in respect of what you are required to action will be included in the workflow notification.

Before applying for LSAP, you should ensure that you are entitled to apply by reading Section 4 to Chapter 2 of JSP 752. If you are in any doubt then consult with Unit HR staffs.

How to Claim:

Logon to JPA

Click [JPA Self Service - Employee, Armed Forces]

Click [Application for LSAP]

Click [Create]

The form will be automatically populated with your personal details in Part A.


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Select the appropriate PStat Cat

For definitions of these categories refer to JSP 752 Chapter 1 Section 4.

Complete the boxes within Part A by selecting [Yes/No] from the drop-down list for each of the remaining questions

Complete Spouse/Partner details in Part B (only complete this task if you are married or in a civil partnership to a member of the Armed Forces or Civil Service)

Tick the required box to confirm that you are married or in a civil partnership to a member of the Armed Forces or Civil Service

The screen will refresh displaying extra fields regarding your Spouse/Partner details

Insert the details of your spouse/civil partner in the appropriate boxes

Select your spouse/civil partner’s accommodation classification from the drop-down list

Enter the full postal address in the box provided

Complete LSAP Application Part C


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Answer the LSAP Application question by selecting the appropriate option from the drop-down list

Once selected, complete the remainder of Part C using the appropriate [Yes/No] drop-down lists

Enter the Location appropriate to your answer given to the previous question Enter the [Assignment Date] if applicable and complete the remaining questions

Complete Property Details Part D

Answer the questions by selecting [Yes/No] from the appropriate drop-down lists

Click the appropriate radio button to choose the option that describes how you will use LSAP and enter the full postal address of the property concerned If the property will be joint ownership you are required to enter the details of the joint owner Select [Yes/No] as appropriate to the joint ownership LSAP question Click in the box if you have a provider willing to advance you a mortgage for this property; you will then be asked to supply the mortgage providers details

Insert the details of the mortgage provider, or ensure you tick the appropriate box if no mortgage is required Enter the details including full postal address of the solicitor and the amount of LSAP requested Select the repayment option from the drop-down list


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NOTE: Insert your repayment amount if you wish: I agree to commence repayment at a greater rate than 10% of the advance per annum. Until further notice, I wish recovery to commence at a monthly rate of £xxx.

Click [Submit] to apply for LSAP

When the form has been processed by the LSAP team you will receive a workflow notification (in your Self Service Workflow) detailing whether your application has been accepted or rejected.

If your application has been declined a reject message will be shown. To view the details within the form click on [View Details].

If your application has been approved an approval message will be shown. You should view and print the form by clicking on [View Details] and then clicking the [Printable Page].

You have 56 days to complete the printed form. You must:

• Sign and date the form showing you have read and understood the Terms & Conditions

• Have Certificate 1 completed by the Unit Medical Officer

• Have Certificate 2 completed by the Logistics Officer/RAO/OC PSF or Imprest Holder, as appropriate

• Forward the form to the Commanding Officer for completion at Certificate 3

• Forward the completed form to the LSAP team for action/payment using the address listed in Section 4 of Chapter 2 to JSP 752

Should you be unable to complete the paperwork and deliver to the LSAP team within 56 days, you may create a ‘new’ application for LSAP by repeating this process.


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Entitlement to these allowances is as set down in JSP 752 Chapter 3

Subsistence allowances repay the cost of prepared food and drink and temporary accommodation expenses you may incur when travelling on duty. Subsistence Allowance can be claimed in 2 main forms:

• Day Subsistence (DS) – The re-imbursement of actual receipted costs up to a DS limit, for expenditure necessarily incurred for food and drink during the day for periods of over 5 hours absence from the permanent or temporary assignment station, when neither a Core Meal in a PAYD Unit or Entitled Casual Meal in a non-PAYD Unit can be purchased

• Night Subsistence (NS) – Is paid for an overnight absence where there is no suitable Service accommodation provision. Generally overnight accommodation is booked using the Defence Hotel Reservation Service (DHRS)

Booking Accommodation

Personnel travelling on duty who require accommodation to be booked must have a Defence Travel Profile before they can make a reservation. On your first use of DHRS, a profile will be created and used for subsequent bookings. The following information will be required for each traveller as a minimum to enable a booking to be made; further details provided are at the traveller’s discretion.

• Full Name (as on passport)

• Staff/Service Number

• Booker’s official address and contact details (external telephone, external fax and external e-mail)

• Unit Identification Number (UIN)

• Date of arrival

• Number of night’s accommodation required

• Location or area in which accommodation is required

Subsistence Allowances


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Day Subsistence (DS)

You can claim DS if:

• Your duty was authorised; and

• You are more than 5 miles away from your duty station, for more than 5 hours; and

• You cannot be fed from Service sources; and

• You have necessarily incurred expenditure on food and drink because neither a Core Meal in a PAYD Unit nor an Entitled Casual Meal in a non-PAYD Unit can be purchased

Occasions on which you would be unable to claim DS may include:

• You are living under field conditions, no matter what type of accommodation

• You have not spent any money on food and drink

• You are on leave

• You are competing in a sporting event or taking part in adventurous training, however there are certain exceptions and they are detailed in JSP 752

Generally you can claim for 3 meals per day. However, if you are staying in a hotel and claiming NS then you can only claim for the meals that were not provided by the hotel; normally hotel accommodation is for bed and breakfast. You may claim for one alcoholic drink and for prepared food only, such as a sandwich, NOT a loaf of bread and cheese slices. All claims are up to a set limit which can be found in JSP 752 or by checking with your Unit HR staffs.

You must keep all receipts for food and drink for the claim made and must retain these for 2 years from the date the claim was submitted.

Night Subsistence (NS)

NS is to cover the ACTUAL cost of overnight accommodation that you have to pay when you are on authorised duty away from your duty station and no Service accommodation is available.

You must obtain a Non-Availability Certificate of Service accommodation from the unit you are to visit, if appropriate; then book accommodation through the Defence Hotel Reservation Service (DHRS) and obtain a booking reference number. Further details of the


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DHRS can be found in JSP 752 Chapter 3, Section 2.Please find an extract below from JSP 752:

A booking can be made by telephone, on 0844 848 4422, fax or email. The call centre is available between 0730 and 2230 hrs from Monday to Friday. Someone can be contacted in an emergency outside of these times on +44 (0) 1483 793355, however a charge is made for this service.

You cannot claim NS when:

• You choose to stay in a hotel or with family when Service accommodation is available

• There is no requirement for sleeping accommodation during the routine performance of your duties

How to Claim:

Logon to JPA

Select [JPA Expenses]

Click [Create New Expense Claim]

Select appropriate reimbursement currency, the default value of “GBP-Pound Sterling” will be auto-populated – only change to another currency having read and understood the warning below the box

Select appropriate Type of Claim option; e.g. Change of Assignment, Medical and Dental

Enter the Authority for the claim, e.g. Course Joining Instruction details, Assignment Order etc


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If claiming against your unit’s UIN then Click [NEXT]

If selecting against another UIN:

Select [Yes] from the drop down list for “Have you been told to use a UIN other than your own Units?”

In “Additional Information”, insert the UIN you have been authorised to use in the “Select Your New UIN/ORG” field

Select [Y/N] to “Do you have the Authority of the Budget Holder?” question

Click [NEXT]

Click the [Details] icon

Select [Subsistence Allowance] from the Expense Type drop down box

Enter start date of claim period in the [Date Expense Incurred] box

Enter appropriate details in the ‘Justification’ box

Enter number of days claimed

NOTE: DS claims can be aggregated by entering the combined total of DS during the period and entering the appropriate number of days claimed - refer to JSP 752 Chapter 3.


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Enter Receipt Currency

Enter Total of Costs to be reimbursed in Additional Information:

Day Subsistence (DS) - Generally you can claim for 3 meals per day. However, if you are staying in a hotel and claiming NS then you can only claim for the meals that were not provided by the hotel. You may claim for one alcoholic drink and for prepared food only, such as a sandwich, NOT a loaf of bread and cheese slices. All claims are up to a set daily limit, which can be found in JSP 752 or by checking with your Unit HR staffs. If you intend to aggregate your DS over a number of days the total figure you are claiming for DS should be entered into this box

NS is to cover the ACTUAL cost of overnight accommodation that you have to pay when you are on authorised duty away from your duty station and no Service accommodation is available. The total figure you are claiming for NS should be entered into this box

Enter the location of the duty (Country). The field will auto-populate with “United Kingdom” but change the value as appropriate using the down arrow to view all other options

If your accommodation was booked through the Defence Hotel Reservation Service (DHRS) enter the DHRS Booking Code in the box

Answer the remaining four questions if appropriate


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If you are in receipt of Food and Incidentals Allowance (FIA)/Lodging Allowance (LA), JPA will automatically abate your subsistence claim by the appropriate food element of FIA/LA. See JSP 752 Chapter 3 Section 1 (Service Personnel in Receipt of FIA or LA).

Click [Update] and check the reimbursable amount has updated correctly

Click [Duplicate] to input further DS claims amending date, rate and country as appropriate or click [Continue]

Once you are content, click [Next]. The Expense Report: Review screen will be displayed

Once you have checked the details on the Review Screen and you are content Click [Save] Check the “I accept the Terms and Conditions of the MOD’s Travel and Expense Policies” box, when you accept you have met the regulations for the claim

Click [Submit]

Reclaim the Daily Food Charge (DFC)/Core Meal

Entitlement to this allowance is set in– JSP 752 Chapter 3, Section 3

The aim of Reclaim the Daily Food Charge (DFC)/Core Meal is to refund the cost of meals you could not take in a Service messing facility because you were on authorised duty. It can only be claimed by personnel who pay the DFC through their salary, and by personnel entitled to a free meal at a Pay As You Dine (PAYD) unit. For most personnel who eat in PAYD facilities, and therefore pay cash for their food, there is no entitlement to reclaim the DFC.

How to Claim:

Logon to JPA

Select [JPA Expenses


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Select appropriate Type of Claim option; e.g. Change of Assignment, Medical and Dental

Enter the Authority for the claim



Select [Yes] from the drop down list for “Have you been told to use a UIN other than your own Units?” In “Additional Information”, insert the UIN you have been authorised to use in the “Select Your New UIN/ORG” field


Click [NEXT]


Select [Reclaim the Daily Food Charge (DFC) and/or Core Meal] from the Expense Type drop down box and complete the justification for the claim


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Enter start date of claim period in the [Date Expense Incurred] box

Input the number of meals missed and complete the expense location (country) box and click [continue], use the [Details] icon to submit additional claims if required

NOTE: Generally the main meal is at dinner and the Third Meal is at lunch.

Once you have checked the details on the Summary Screen and you are content click [Save] then click [Next]

Check the “I accept the Terms and Conditions of the MOD’s Travel and Expense Policies” box, when you accept you have met the regulations for the claim

Click [Submit]

Food and Incidentals Allowance (FIA)

Entitlement to this allowance is set in JSP 752 Chapter 3, Section 5

The aim of FIA is to assist eligible single and unaccompanied (UnAcc) Service personnel in the UK to meet the necessary additional costs of food and incidental expenses when they are not in receipt of Lodging Allowance (LA) and are without easy access to Service accommodation/messing facilities, but have self-catering facilities, subject to meeting the qualifying criteria laid down in JSP 752, Chapter 3, Section 5.

If you are in any doubt regarding your eligibility then you must consult with your Unit HR staffs.


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How to Claim

An initial claim for FIA is to be made, through your Unit HR staffs. Once approved, FIA will be paid continuously until the entitlement ceases. FIA is paid as a daily amount through your salary, monthly in arrears. If necessary you may apply for a 30-day advance of FIA.

Advance of Subsistence Allowance

Entitlement to this allowance is as set down in JSP 752 Chapter 3, Section 1, Part 3

An advance of subsistence can be made to assist you financially when carrying out a duty that is eligible for subsistence allowance. For example, if you have to occupy hotel accommodation booked using the DHRS as part of your duty, you may request an Advance of Subsistence to help pay for the hotel prior to submitting your claim for NS/DS at the end of your duty. Receiving an Advance of Subsistence does not mean that you have submitted your final claim for that duty – YOU MUST STILL SUBMIT YOUR NS/DS CLAIM ON COMPLETION OF THE DUTY.

You can apply for an advance of subsistence up to 21 days before the expected start of the period of duty. You may not have more than 3 advances outstanding at any one time.

Note: On selecting Advances an automatic Policy Violation, caused by the [Receipt Amount] entered, will appear. You must complete the claim including justification, anticipated start and anticipated end of duty dates. The warning messages will automatically update throughout the process. Once all details have been completed a warning message will remain. This is NOT an error and no action is required. This message appears because all advances must go for approval/authorisation in accordance with extant policy for advances of subsistence.

• Advances can be claimed for up to 90% of the anticipated cost of the duty and will be paid into your nominated primary Bank Account

• The minimum amount of an advance is £50

How to Claim

Logon to JPA



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In the Type of Claim box select [Advances]

Enter the authority for travel






Click [NEXT]


Select [Advance of Subsistence] from the Expense Type drop down box

Enter today’s date in Date Expense Incurred Field

Type the Authority for the Advance (e.g. Commanding Officer, Course Joining Instruction etc) in the Justification box

Set the [Number of Days] to 1

The [Receipt Amount] type should be the amount you wish to advance

Select the receipt currency from the drop down list

Complete the anticipated start and finish date of the duty for which the advance applies


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Note: On selecting Advances an automatic Policy Violation, caused by the [Receipt Amount] entered will appear. You must complete the claim including justification, anticipated start and anticipated end of duty dates. The warning messages will automatically update throughout the process. Once all details have been completed a warning message will remain. This is NOT an error and no action is required. This message appears because all advances must go for approval/authorisation in accordance with extant policy for advances of subsistence.

Click [Continue]

Once you have checked the details on the Summary Screen and you are content Click [Save]


Click [Submit]

How are Advances Recovered?

All advances not repaid in full within 31 days of the Anticipated End of Duty Date will be deducted direct from your salary.

When you submit your expense claim following completion of your duty, JPA will automatically deduct the amount of the advance from the final total of your claim before payment is made to your bank account. For example:

Advance submitted and received prior to undertaking the duty = £200

Claim submitted after undertaking the duty = £250

Amount paid to you will be £250 minus £200 already advanced = £50

Your advance will be cleared and £50 paid to your bank account


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Should the amount you claimed be less than the advance that you were paid, then the difference between the advance and the final total of your claim will be taken from your salary following the 31st day after the Anticipated End of Duty Date. For example:

Advance submitted and received prior to undertaking the duty = £200

Claim submitted after undertaking the duty = £150

Amount paid to you will be £150 minus £200 = £50 owed

Therefore £50 will then be recovered from your salary

Should you submit any claims that are unrelated to the advance, prior to submitting the final claim for the duty for which you received the advance, then the total of these claims will be used to clear the advance. Your claims, in part or full, will not be paid into your bank account until the advance has been cleared.

For example:

On 20 Feb, an Advance of Subsistence is paid for £200 relating to a period of temporary duty between 1-15 Mar

On 21 Feb, a claim is submitted for £150 relating to a period of temporary duty in Jan

No monies would be received for this claim as it has been used to part-clear the advance paid on 20 Feb with £50 still outstanding

On 17 Mar, a claim for £250 is submitted for the duty for which the advance was paid £250 minus £50 still outstanding = £200 paid into your account


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Entitlement to these allowances is set in JSP 752 Chapter 4

Duty Travel

Further reference - JSP 752 Chapter 4, Section 1

A duty journey is one that is undertaken on official MOD business. This can take a variety of forms (e.g. travel to a new unit on change of assignment, travel to official meetings/courses).

These journeys should be undertaken via the recognised direct route and in the most economical manner. In taking economy into account, the business needs should also be considered (e.g. it may be more effective to fly to a location for a meeting and be able to return the same day than to take a train if overnight subsistence is required).

All forms of transport may be applicable; these include air, rail, coach, Service vehicle, hire car and private vehicle. Specific rules apply to various types of duty journey; those rules are contained within JSP 752, Chapter 4. All duty journeys are made at public expense.

How to Claim

Logon to JPA



NOTE: The iExpense Help button is available throughout Expenses should you require assistance.


Travel Allowances


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Select appropriate Type of Claim option from the drop down list. In this case [Other Duty Travel]

Enter the Authority for the claim, e.g. Course Joining Instruction details etc






Click [NEXT]


Select Expense Type from drop down box e.g. Bus Fare, Train Fare

Enter Date Expense Incurred

Enter details in the Justification box as appropriate


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Enter Receipt Amount

Click [Continue] - A summary of your claim will be displayed

Click [Next] - The Expense Report Review screen will be displayed

Once you have checked the details on the Review screen and you are content Click [Save]


Click [Submit]

Home to Duty Travel (HDT)

Entitlement to these allowances is set in JSP 752, Chapter 4, Section 13

HDT is for assistance with the cost of daily travel between your Residence at Work Address and your place of duty.

Individuals who usually undertake 15 or more journeys a month by car/motorbike/bicycle will normally claim HDT (Automatic). Those that usually undertake less than 15 journeys per month or use combination travel (ie bicycle/ferry/bus) will have to claim HDT (Manual). The decision on whether to claim manual or automatic will be established during the arrivals process.

Personal Contribution (PC) for Home to Duty Travel

All personnel eligible to claim for HDT are required to pay a personal contribution as follows:

• If you are occupying public accommodation, the personal contribution is currently 3 miles. It is forecast to rise to 6 miles on 1 Apr 12 then 9 miles from 1 Apr 13 per single journey


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• If you are occupying private accommodation, the personal contribution is currently 9 miles per single journey

Home to Duty Travel (Automatic)

Personnel on HDT (Automatic) will be paid each month through their pay account. HDT (Automatic) is initiated by Unit HR staffs during the arrivals process or following notification of a change in personal circumstances that makes you eligible to claim.

Home to Duty Travel (Manual)

If eligible, you are responsible for applying for HDT (Manual) monthly in arrears either by submitting a claim through iExpenses or a manual claim by using JPA Form F016 if you have no access to JPA.

On completing the arrivals procedure the Arrivals Clerk will have recorded the HDT mileage on JPA along with any season tickets purchased or warrants issued.

How to Claim:

Logon to JPA





Select [HDT Manual] from the Type of Claim drop down box


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Click [NEXT]


Select the appropriate Expense Type from the drop-down menu dependent on whether you are claiming from a private address or a Service provided accommodation address

On selecting the Expense Type, the screen will refresh to show the additional fields to be completed.

Enter the first day of the claim period in the Date Expense Incurred box (normally the first day of the month)


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Enter relevant information in the Justification box

Enter the last day of the claim period in the End Date of Period box

Enter the number of single journeys in the “Number of SINGLE Journeys” box (travelling to and from work on 2 separate days would be 4 single journeys)

Enter Total amounts for Tolls, Parking Fees etc in the appropriate box

NOTE: If mixed modes of transport, the claim must be a manual claim using JPA F016 via Unit HR staffs.

Click [Continue]

Click [Next] and the review screen will be displayed

Click [Save]

Click [Next]

Once you have checked the details on the Review Screen and you are content Click [Save]


Click [Submit]


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Home to Duty Travel (Overseas) – (HDT(O)) – Public Accommodation

The personal contribution for those occupying public accommodation is currently 3 miles per single journey, forecast to increase to 6 miles on 1 Apr 12 and then 9 miles on 1 Apr 13. Due to technical issues, within JPA, it has not been possible, at this time, to adjust JPA to recover the full amount of this personal contribution automatically through your salary. The following procedure will apply for HDT(O) Public claimants until further notice.

Unit HR staffs are responsible for commencing your entitlement to HDT(O) Public and will reduce your single journey mileage by 2 miles until 31 Mar 12, then 5 miles from 1 Apr 12 and a final reduction of 8 miles from 1 Apr 13. This will ensure that your personal contribution will increase from 3 miles to 6 miles and then to 9 miles per single journey (as JPA is automatically set to take one mile off as per the personal contribution that existed pre 1 May 11).

e.g. You are stationed in Germany living in public accommodation that is 15 miles (single journey) from your unit and you complete at least 15 return journeys per month to your unit. Your Unit HR staffs will start HDT(O) Automatic on JPA with a single journey mileage of 13 miles. JPA will automatically recover 1 mile personal contribution that combined with the mileage reduction of 2 miles ensures that your personal contribution is 3 miles. If you are still stationed in Germany on 1 Apr 12 your Unit HR staffs will change your single journey mileage to 10 miles, which combined with the automatic recovery of 1 mile ensures a personal contribution of 6 miles. Likewise, on 1 Apr 13 the single journey mileage will be reduced to 7 miles ensuring an overall personal contribution of 9 miles.

Motor Mileage Allowance (MMA)


MMA is designed to assist you with the cost of using your own private car to carry out an authorised duty journey when military transport is not available.

You can claim MMA if:

• You are required to undertake a duty; and

• You have been authorised to use your own car because no military transport is available; and

• You have obtained a Non-Availability Certificate of transport from your MT section if appropriate; and

• You have insurance cover for business use


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How to Claim:

Logon to JPA





Select appropriate Type of Claim option from the drop down list e.g. Change of Assignment, Medical, Dental and Resettlement etc

Enter the Authority for the claim, e.g. Course Joining Instruction details etc






Click [NEXT]


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Select Expense Type from drop down box e.g. Motor Mileage Allowance (MMA) Incurred



In the Additional Information section enter the total MMA Journey Distance and Date Expense Incurred – mileage shown on your car odometer should be verified by using the authorised Route Planner (currently AA Classic Route Planner but confirm with Unit HR) as you may only claim for the most direct route, print a copy of this and retain it with your journey authorisation/receipts

Select Miles or Km from the drop-down list

Select Expense Location (e.g. Country) from the drop down list

Select the Transport Type from the drop-down list

Select the Mileage Rate from the drop-down list

Select Driver/Passenger from the drop-down list

If you are claiming for overseas MMA you must answer the Non UK Claims Only question (was the fuel duty paid / duty free).


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Answer the ‘Do you have Authority to claim Military Equipment Supplement?’ question as appropriate

Note: A Military Equipment Supplement may be paid for the carriage of equipment in private motor vehicles on journeys qualifying for MMA provided that the criteria stipulated in JSP 752, Chapter 4, Section 6 are met.

If you are a HDT (Automatic) claimant you are to answer the [Has this journey started or finished at your Residence at Work Address]?

Click [Continue]

Click [Next] - The Expense Report Review screen will be displayed



Click [Submit]

School Children’s Visits (SCV)

Entitlement to this allowance is set in JSP 752, Chapter 4, Section 12

School Children’s Visits (SCV) is to contribute towards the costs of being reunited with your children at your duty station during some school holidays. To be eligible to claim for a SCV the child must be:

• Undergoing full-time studies at school in the UK, up to the completion of the academic year in which their 18th birthday falls

• Be unmarried or not be registered in a civil partnership

You must apply for journey authority to claim for SCV on JPA prior to the journey taking place. This is done by using the Self Service Journey option. The Parental Contribution is set at 100 miles per single journey at the current MMA leave rate; this cost will be deducted from your salary when your Self Service journey application for SCV has been approved.


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Once your Self Service Journey application has been approved then you will be given a claim number which is to be used as the authority for the issue of rail warrants or submit-ting your MMA claim. MMA claims for SCV are to be submitted via JPA Expenses after the journeys have taken place – you will be required to enter your Self Service Journey Number when you make your claim.

Where there is no access to JPA the SCV Journey Number should be created manually by your Unit HR staffs. This manual SCV Journey Number is to be recorded on the JPA Form F016 which is to be submitted to Unit HR staffs for checking prior to onward dispatch to JPAC for payment.

How to Claim:

Logon to JPA


Click [School Childrens Visits]

From this page you can review the status of any previously submitted SCV applications or:

Click [Create SCV] to submit a new SCV application

Select [Persons Travelling] by clicking the Select box next to their name. If 2 or more children are travelling together by car then only 1 child’s name is to be selected otherwise the individual will be charged 2 contributions

Click [Continue]

The list of children eligible for travel is populated from contact information held against your record on JPA. If any children are not recorded on JPA you should contact your Unit HR staffs

Confirm Child(ren) Travelling details then complete the Journey Leg(s) details

Click [Back] if you need to amend the Child(ren) Travelling details


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Use the drop-down menus to select Outbound/Inbound leg, Method of Travel (air/bus/car/ferry/passenger in car/train), Travel dates and the “From” and “To” stages of your journey.

Click [Add Journey Leg] to insert each leg of the Inbound and Outbound travel as appropriate

Once complete click [Continue]. The Review SCV Claim screen will be displayed

Check the details and if correct click [Submit]

Answer [Yes/No] as applicable. A confirmation message will be displayed

Note down your SCV Claim Number

The Claim Number is your Authority to claim using JPA iExpenses or when applying for rail warrants via your Unit HR staffs

Click [OK]

Your application will now be submitted to your Unit Authoriser. Once your application has been authorised you may submit your claim on JPA Expenses for the actual journey. Remember you will need your Journey Number to submit your claim.

If you have forgotten to note the SCV Claim details or would like an update on your request, go back into School Children’s Visits where the screen will show your Journey Number and its Status.


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Separation AllowancesEntitlement to these allowances is set in JSP 752 Chapter 5

Longer Separation Allowance (LSA)


Longer Separation Allowance (LSA) is designed to support and improve retention by compensating you when you experience separation over and above that compensated for by the X-Factor element of your basic pay. Generally it is paid at increasing amounts over 14 levels in order to target those who experience the most separation throughout their service.

Involuntary Separation (INVOLSEP) - If you are classed as being INVOLSEP then you will be eligible for payment of LSA. The definitions of what is classed as INVOLSEP can be found in JSP 752 Chapter 1 Section 2 Annex B.

Payment of LSA will start from the 1st day of Qualifying Separation (QS); the definition of QS can be found in JSP 752 Chapter 5 Section 1 and you will be paid LSA Level 1 for the first 340 days of QS before moving on to Level 2. Thereafter, you will move onto the next level of LSA after further multiples of 240 days of QS, up to and including the highest level of LSA available (Level 14).

Voluntary Separation (VOLSEP) - If you undertake a permanent voluntarily unaccompa-nied assignment in a different Theatre to your family home then you will be eligible for LSA Level 1 from the 1st day of the assignment; it will be paid at Level 1 for the duration of the assignment. VOLSEP does not count towards the accumulation of separated ser-vice to progress through the LSA level thresholds.

How to Claim:

Contact Unit HR. Entitlements for LSA will be processed by Unit HR staffs. Payment will be at the appropriate daily rate of LSA, monthly in arrears, via your pay account.

Get You Home Travel (GYH(T))


The aim of Get You Home Travel (GYH(T)) is to reduce the financial impact of separa-tion on you when you are separated from your family or duty station. It achieves this by contributing towards the cost of travel from the Duty Station to a Qualifying Residence


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(QRes) when both are within the same country and you have the opportunity to carry out such travel (in other words, the nature of your duty permits you to travel to your QRes at weekends and during normal stand down periods). The definition of a QRes can be found in JSP 752, Chapter 5, Section 2.

You may claim GYH(T) if your QRes is more than 50 miles from your Duty Station. How-ever, where you have a family home or privately maintained property within 50 miles of your Duty Station, but your duties or the travel to work time stop you from travelling daily, authority to claim GYH(T) may be exceptionally granted. In this case, you should seek advice from your Unit HR staffs as a case will have to be submitted on your behalf in order to obtain authority.

Those claiming GYH(T) in the UK or Overseas for a Privately Maintained Property will be required to provide proof of residence. The guideline for what is acceptable for proof is laid down in JSP 752 Chapter 5, Section 2.

How to Claim:

Contact Unit HR. GYH(T) entitlements will be processed by Unit HR. GYH(T) is paid as a daily rate for the appropriate mileage through your pay account.

Self Service Journey Number

There are a number of allowances that require you to obtain a Self Service Journey Num-ber such as Get You Home (Early Years), Get You Home (Early Years) (Overseas Assistance), Get You Home (Overseas), and Get You Home (Seagoers).

How to Apply:

Details on how to apply for a Self Service Journey Number are as follows:

Logon to JPA


Click [Self Service Journey Claim]


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The Journey Application history will be displayed.

Click [Balances] to proceed to the Current Journey Balances

Select the appropriate journey type (you may only have one option showing) and press [Continue]

Select Persons Travelling by clicking the [Select] box next to their name

Click [Continue]

Use the drop-down menus to select Outbound/Inbound leg

Use the drop-down menus to select Method of Travel e.g. air, bus, car, ferry, passenger in car, train

Select Date Expense occurred

Add the Locations in the ‘From’ and ‘To’ boxes

Use [Add Journey Leg] to insert next stage of travel

Where GYH(O) entitlement is to be split over 2 journeys e.g. You are unable to accompany your family for Service reasons, you should contact your Unit HR staffs who can adjust your balance accordingly.

Click [Continue] when all legs have been entered. You will now see a summary of your journey application

Note down the journey number

When the journey application is approved the journey number will be required to make your claim using JPA iExpenses.

Click [Continue] to submit your journey application You will see a Confirmation page, again showing your journey number.

Click [Exit] to close the screen If you have forgotten to note the Journey Claim details or would like an update on your request, go back into Self Service Journey Claim where this screen will show your journey number and its current Status. (Only after the journey has been approved by Unit HR staffs.)


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Get You Home (Early Years) (GYH(EY)) and Get You Home (Early Years)(Overseas Assistance) (GYH (EY)(OA))

Entitlement to these allowances is as set down in JSP 752 Chapter 5, Section 3 and 5

Prior to undertaking a GYH(EY) or GYH(EY)(OA) journey you need to have applied and have confirmation of an approved Self Service Journey Number from your Unit HR staffs (see “How to apply for a Self Service Journey Number” Page 35).

The aim of GYH(EY) and GYH(EY)(OA) is to enable junior members of the Services in the UK to maintain links with their close family/friends and home area while they adjust to Service life.

• Eligibility for GYH(EY) is limited to Service personnel under 18 years of age and assigned in the UK or if over 18, they are undertaking Phase 1 training

• Eligibility for GYH(EY)(OA) is limited to those with a qualifying address outside the UK and being under the age of 18 or undertaking Phase 1 training

GYH(EY) will be delivered by warrants/Service arranged tickets where appropriate, for journeys by rail, air or ferry. In all cases, applications for GYH(EY) journeys, should you qualify, must be made using the JPA on-line self-service process prior to the journey being made.

GYH(EY)(OA) will be delivered or partly-delivered by warrants/Service arranged tickets where appropriate, for journeys by rail, air or ferry. Where the cost of a rail, air or ferry warrant would exceed the current MOD GYH(EY)(OA) cap, no warrant should be issued; the individual should arrange their own travel tickets and claim the cost up to the cap in accordance with the remainder of this paragraph. Refunds of actual costs associated with GYH(EY)(OA), up to the MOD cap, will be claimed retrospectively using the JPA Expenses Claim system. If you travel by private motor vehicle or any other means of public transport, instead of using a warrant, then you are entitled to submit a claim for Motor Mileage Allowance (MMA) at the Converted Leave Rate (CLR), after the journey has been completed, using JPA Expenses. You must apply for a Self Service Journey Number on JPA prior to undertaking the journey regardless of your method of travel. Claims are to be submitted within one month of the period concerned or the date on which the expenditure was incurred and will be paid directly into your bank account.


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How to Claim:

Logon to JPA

Click [JPA Expenses]



Select [Journey Non-Warrant Costs] from the Type of Claim drop down box


If claiming against your unit’s UIN then enter the approved Journey Number in the Journey Number box and then click [NEXT]





Click [NEXT]


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Select the appropriate Expense Type from the drop-down box (e.g. GYH(EY) – Bus Fares) and enter the date the expense was incurred, receipt amount and relevant information in the justification box

If you have selected MMA you will also need to complete the Additional Information (journey distance on date expense incurred, miles/km, select a mileage type from the drop-down list, insert the location from and to and the vehicle registration details).

Click [Continue]

Click [Next] the Expense Report Review screen will be displayed

If you are content click [Save], otherwise click [Back] to amend the claim

Click [Next]

Once you have checked the details on the Review Screen and you are content Click [Save] then


Click [Submit]

Get You Home (Seagoers) (GYH(S))

Entitlement to this allowance is as set down in JSP 752 Chapter 5, Section 4

Prior to undertaking a GYH(S) journey you need to have applied and have confirma-tion of an approved Self Service Journey Number from your Unit HR staffs (see “How to apply for a Self Service Journey Number” Page 35).


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The aim of GYH(S) is to support and improve retention by reducing the financial impact of separation on seagoing personnel. It achieves this by assisting personnel, who have the opportunity to return to their qualifying address from a UK port, with the costs of their travel within the UK.

Eligible personnel who commence a permanent assignment in Seagoing LSA Qualifying Units (SLQU) or who serve on a temporary assignment for a period of 30 consecutive days or more in such a unit are able to accumulate GYH(S) journeys.

Personnel should contact their Unit HR staffs to ensure that they are eligible for the allow-ance and for their entitlement to be set up on JPA.

GYH(S) and GYH(S) Additional Journeys will be delivered by warrants/Service arranged tickets where appropriate, for journeys by rail, air or ferry. For journeys undertaken by private motor vehicle or by any other means of public transport you will be entitled to submit a retrospective claim for the applicable fares and/or MMA at CLR for a return journey using the JPA Expenses Claim system within one month of the date on which the expenditure was incurred.

How to Claim:

Logon to JPA



NOTE: There is an iExpenses Help button available throughout iExpenses should you require assistance.



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Select [Journey Non-Warrant Costs] from the Type of Claim drop down box







Click [NEXT]


Select the appropriate Expense Type from the drop-down box




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If you have selected MMA you will also need to complete the Additional Information (journey distance on date expense incurred, miles/km, select a mileage type from the drop-down list, insert the location from and to and the vehicle registration details). Mileage shown on your car odometer should be verified by using the authorised Route Planner (currently AA Classic Route Planner but confirm with Unit HR) as you may only claim for the most direct route, print a copy of this and retain it with your journey authorisation/receipts.

Click [Continue]

Click [Next] once you are content that the details are correct. The Expense Report Summary screen will be displayed

Check the details and click [Save], otherwise click [Back] to amend the claim

Once you have checked the details on the Summary Screen and you are content Click [Save]


Click [Submit]


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Location AllowancesEntitlement to these allowances is set in JSP 752 Chapter 6

Local Overseas Allowance (LOA)


The aim of Local Overseas Allowance (LOA) is to contribute towards the necessary additional local cost of day-to-day living, when you are required to serve overseas. LOA is payable from (and including) the date of arrival in an LOA area up to and including the day before departure from the area. You are eligible for LOA provided you are:

• In receipt of Service pay and liable to pay UK income tax; and

• Assigned and entitled to be moved at public expense to the LOA area at the time of travelling

Relocation Leave Between Assignments

• LOA is not payable during periods of leave that you take overseas either before the start of your overseas assignment or after its completion

Individual Leave Allowance Whilst in Receipt of LOA

• The full rate of LOA will remain in issue for periods of Individual Leave Allowance that you take, regardless of your location

Your entitlement to LOA will be processed by your Unit HR staffs using the ‘Arrivals Process’. You will receive the LOA entitlement monthly in arrears through your salary.

Get You Home (Overseas)(GYH(O))


Prior to undertaking a GYH(O) journey you need to have applied and have confirmation of an approved Self Service Journey Number from your Unit HR staffs (see “How to apply for a Self Service Journey Number” Page 35).

The aim of GYH(O)) is to reduce the financial impact of the separation of eligible personnel from close family, friends and UK lifestyle that results from an overseas assignment for periods of 12 months or more.


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Generally all Service personnel who are permanently assigned to an overseas station and who have an expectation of serving for at least 12 months in that country are eligible for GYH(O).

Before applying for GYH(O) you should confirm your entitlement by reading Section 7 to Chapter 6 of JSP 752. If you are in any doubt then consult with Unit HR staffs.

How to Claim

Logon to JPA




From the Type of Claim Drop Down List select ‘Journey Non-Warrant Costs’







Click [NEXT]


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Select the Expense Type from the drop down menu

Select either GYH(O)-Up to MOD Flight Allowance OR GYH(O)-Actuals within MMA

Enter date Expense occurred

Enter the Receipt Amount

Enter the relevant information in the justification box

Enter Expense Location (Only when Expense Type is ‘Up to MOD Flight Allowance’)

Disregard ‘Daily Rate Number of Days’ box.

Click [Continue]. You may Save or Cancel your claim at this point by clicking the appropriate button or make amendments by clicking on the [Details] icon

If you are content, click [Next]



Click [Submit]


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Relocation AllowancesEntitlement to these allowances is set in JSP 752 Chapter 7

Disturbance Allowance (DA)


Disturbance Allowance (DA) can be claimed when you move from Phase 1 to Phase 2 training on a qualifying move, and on subsequent qualifying moves. The property for which DA is claimed must be occupied for a minimum of 6 months during the assignment. In cases where the accommodation for which a DA payment is made is vacated within 6 months for other than Service reasons recovery action may be taken. You can apply for DA up to 45 days prior to your assignment. Payment of DA will be via your salary.

The aim of DA is to contribute towards the necessary additional expenses that arise when you are required to move from one place of residence to another upon permanent assignment. Only one claim of DA may be submitted and therefore only one rate of DA is payable.

The regulations pertinent to this allowance can be complex. JSP 752 details the current eligibility criteria and clarification should be sought from Unit HR staffs whenever required to ensure clear understanding.

You must contact your Unit HR staffs should any of the following occur:

• Your assignment order is cancelled prior to the move, to either stop payment or recover the money

• You have not received the Allowance by the next main pay run

• You have been paid the incorrect amount of Allowance

How to Claim:

Logon to JPA

Click [JPA Self Service-Employee, Armed Forces]

Click [Disturbance Allowance Claim]

Click the [Yes/No] buttons to answer the questions


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NOTE: You should only answer [Yes] to the ‘Is this accommodation shared?’ question if you are in privately owned/rented accommodation and you are sharing with another Ser-vice Person who is not your spouse or civil partner and you were entitled to Disturbance Allowance on occupying the accommodation.

The [If so, by how many?] question means how many Service Persons, including yourself, are sharing this accommodation. If sharing the minimum value is 2.

If the answer is [No] to the [Is this accommodation shared?] then you should leave the [If so, by how many?] response blank.

Click [Continue]

Confirm the details are correct, click [Change Details] if there are any errors

Click [Submit]

Insurance Allowance (IA)

Entitlement to this allowance is as set down in JSP 752 Chapter 7, Section 3

Insurance Allowance (IA) is to cover the average cost of transit insurance purchased when you are required to move your Personal Effects (PE) for Service reasons, but are NOT enti-tled to claim Disturbance Allowance (DA).

Note: A good example of this is sending a ‘comfy’ box as unaccompanied baggage on deployment to an operational theatre. You will need to provide proof of adequate insur-ance cover in order to claim as JPA will ask you for the details of your insurance provider and policy number. If in doubt, contact your Unit HR staffs for assistance.

How to Claim:

Logon to JPA



Please be aware that the iExpense Help button is available throughout Expenses should you require assistance.


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Select appropriate option for the Type of Claim from the drop down box

Enter Authority details






Click [NEXT]


Select the Expense type from the drop-down menu [Insurance Allowance]


Enter Receipt Amount


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Enter Insurance Company Name

Enter Policy Number

Any other relevant information may be entered in the Justification box.

Click [Continue]

Click [Next] The Expense Report Review screen will be displayed



Click [Submit]


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Entitlement to this allowance is set in JSP 752 Chapter 9

Continuity of Education Allowance (CEA)

Your first step should be to contact Unit HR staffs to discuss your claim.

The aim of Continuity of Education Allowance (CEA) is to assist Service Personnel to achieve continuity of education for their child(ren) that would otherwise be denied in the maintained day school sector if their child(ren) accompanied them on frequent assignments both at home and overseas. Service Personnel who wish to place their children in Boarding School and claim CEA must first take advice from Unit HR staffs on the procedures to be followed.

Service Personnel must ensure that they meet the eligibility criteria for CEA set down in JSP 752, including the possession of a valid CEA Eligibility Certificate in respect of each child for whom CEA is to be claimed.

Once Service Personnel have gone through the initial process and the child has entered the school, a claim can be initiated through JPA Employee Self Service. Service Personnel must notify the Allowances Checker (your Unit HR) of any change in personal circumstances which may lead to CEA eligibility ceasing.

Service Personnel must ensure that their JPA record holds appropriate current UK Bank Account details in order that CEA payments can be made when required. Current main UK Bank Account information should be recorded on JPA as ‘UK Main Bank Account’ and not ‘JPA BACS’ in the name field - this can only be confirmed/amended by Unit HR staffs.

Details of dependant child(ren) must be recorded on JPA and should be ‘Certificate Verified’ by Unit HR staffs, who have had sight of the respective child’s birth certificate.

Service Personnel are to ensure that children, who are being claimed for, have the correct address where the child resides, recorded on JPA. It is the claimant’s responsibility to ensure that the Eligibility Certificate is current and in date when claims are made; failure to do so will result in claims being rejected.

Submissions of Claims for each Term

Claimants should submit their claims in advance of the start of the term for which the claim is made. Details of the latest submission dates for payment prior to the start of the term will be published separately by each Service and via the “Current JPA Operational Bulletin” on the JPA Portal.

Education Allowance


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How to Claim:

Logon to JPA

Click [JPA Self Service-Employee, Armed Forces]

Click [Continuity of Education Allowance]

If you are claiming for CEA Guardians, you are required to complete the manual claim form JPA F002 which should be submitted to Unit HR.

Select the appropriate child from the list by clicking the appropriate [Select] button

Click [Next]

If the [Next] button is not on the screen then it is because you are outside the claim window for the term concerned (you are either submitting your claim too early or too late). If this is the case, seek assistance from your Unit HR staffs as you may need to submit a manual claim.

NOTE: A CEA Help button is available should you require assistance. This will take you to the help page where you will find links to regulations and Business Process Guides (BPGs)/Self Service User Guide (SSUG) to assist you with your claim.

Enter the Claim Type from the drop-down list

Select the appropriate Category from the drop-down list

Select the appropriate School (Click on the torch symbol icon and enter the name, or part of the name)

Click [Search]

Select the appropriate School by clicking on the [Quick Select] from the list displayed

NOTE: The Claim Ceiling will be completed automatically dependent upon the previous answers.


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Insert the value of the Main Claim

Insert the value of any Extras

Should the Eligibility not be met there will be a warning message displayed.

Click on the [Apply to Override Participant Eligibility] box

Enter details of your Justification (max 150 characters)

By clicking on the eligibility override button, the claim will be sent to the Allowances Checker for your location who may return the claim via workflow. It is essential that you monitor your JPA workflow to ensure the claim has been processed.

Note: The Claim Ceiling box will be automatically completed based on the information supplied by you.

Click [Save] and then [Next]

If you need to make amendments click the [Back] button.

Check the I agree to the terms and conditions box

Click [Submit]


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Operational Allowance

Further reference – JSP 752 Chapter 10, Section 11

Operational Allowance is designed to recognise the significantly increased and enduring nature of the danger in Specified Operational Locations (SOLs), over and above that compensated for within the X-Factor element of your salary.

If you are deployed in a qualifying SOL, as specified by the MOD, you will be eligible for payment of Operational Allowance. Qualifying locations will be determined at least every 6 months following PJHQ advice on the danger of current operations and the challenge of deployments.

The qualifying locations and dates on which Operational Allowance begins and ceases to be payable are announced by the MOD in a Directed Letter.

All Regular Service personnel, mobilised Reserves and Full-Time Reserve Service (Full or Limited Commitment) personnel are eligible for the Allowance if they are in a SOL where the Allowance has been declared as payable.

Operational Allowance is paid for each day that you are in a SOL where the Allowance has been declared as payable. The geographical boundary includes personnel serving on RN ships in specified waters and those flying sorties over or into a designated operational area, provided that they directly support the operation. Detailed eligibility for aircrew and personnel whose duties require them to fly over or into a SOL can be found in JSP 752, Chapter 10, Section 11, Annex A.

If you are hospitalised whilst on operations or evacuated from the operational theatre as a casualty then you will still be paid Operational Allowance for the planned duration of your deployment even if you are discharged from hospital and do not return to the operational theatre. For example, if you deploy on operations with the intention of completing a 6-month tour but you are injured and evacuated from the operational theatre to a hospital or rehabilitation centre in the UK or elsewhere before completing the full tour then you will continue to be paid Operational Allowance for the full 6 months.

Compensation and Reimbursement Allowance


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How to Claim:

Contact your Unit HR staffs; as any entitlement to the Operational Allowance is captured by them in accordance with separate instructions issued by SPVA.

Operational Allowance is based on a daily rate but is paid as a lump sum at the end of your period of duty in the SOL. The payment will appear on your Statement Of Earnings (SOE) and will be paid into your bank account at the same time as your salary.


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Entitlement to these allowances is as set down in JSP 752 Chapter 10

Reimbursement of Medical, Dental, Optician and Prescription Fees

Further reference - JSP 752 Chapter 10, Section 10, Annex A

Charges incurred by you for medical and dental treatment or treatment by an optician and prescriptions from civilian facilities that would otherwise be provided from Service sources free of charge, may be claimed back. There is no entitlement to claim if these facilities/services can be provided from a Service source. Reimbursement of such charges is subject to authorisation from the relevant medical authorities prior to submission of the claim.

Refunds are claimed using the JPA Expenses Claim system as detailed in the JPA Employee Self-Service E-Learning Package. Claims are to be submitted within one month of the period concerned or the date on which the expenditure was incurred. Detailed guidance regarding eligibility to claim can be found in the following:

RN: BR 1991 / Army: AGAIs Chapter 66 / RAF: AP 1269

Provision of Passport and Visa Fees at Public Expense

Entitlement to this allowance is as set down in JSP 752 Chapter 10, Section 10, Annex A, Serial 5

If you are assigned within the UK there is no automatic entitlement to claim for a passport and/or visa. If you are assigned or proceed on duty overseas you and, if applicable, your family are only provided with a passport/visa at public expense if you have an entitlement to travel at public expense to a country that requires you to have these valid documents. If entitled the cost will be paid directly from the unit imprest/Public account.

Before you apply - for a new passport and/or visa you are to contact your Unit HR staffs who can advise on the application process.

It is essential that you notify your Unit HR staffs of the passport and the expiry date in order that it can be recorded and annotated as being purchased by the Service for taxation purposes.

Miscellaneous Allowances


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The MOD has a zero tolerance approach to fraud. If you suspect or are aware of an instance of fraud or irregularity involving JPA allowances or expenses you must report it as follows:

• Without delay to the Chain of Command or Line Management. They will then report all suspicions about which they have been informed, irrespective of whether they have dealt with the issue, to the Defence Irregularity Reporting Cell (DIRC)

• Alternatively, if you as an individual feel unable to inform the Chain of Command or Line Management, or prefer to speak to an independent body, for whatever reason, you may contact the DIRC directly

All reported suspicions will be investigated fully and where this reveals evidence of fraud, either administrative or disciplinary action will be taken. Either has severe consequences; the former can lead to discharge and the latter can lead to imprisonment, a criminal record and dismissal. DIRC Free Hotline: 0800 161 3665 DIRC Advice and Queries: Military Line 94667 4740, 4223, 4806 or 4479 Civilian Line 01371 85 4740, 4223, 4806 or 4479 DIRC email address: [email protected]

Process Following a Claim Being Selected for Audit

In the majority of cases, expense claims are self authorised and sent directly for payment. However, JPA automatically selects certain claims to be sent for authorisation prior to payment; claims are also subject to random automated audit. In addition, Unit HR staffs conduct further audits using JPA Expense Reports.

Why would a claim be selected for authorisation?

Claims are selected for authorisation, before being processed for payment, in the follow-ing circumstances:

• Allowable Monthly Amount Exceeded

• Allowable Number of Expense Claims Exceeded

• Allowable Number of Policy Violations Exceeded

Auditing and Authorisation of Claims


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• The Individual has been manually placed on the Authorisation Required List by Unit HR staffs

• Any item within the claim exceeds Policy Limits, added to ensure that certain claims always go for authorisation (otherwise known as Zero Caps/Limits) - i.e. Hire car duty fuel costs have a zero capped rate, meaning any claims submitted for hire car fuel costs will be sent for authorisation

• Claims whether made via the JPA Expenses Claim system or submitted on a manual claim form through Unit HR, will be subject to random audit, irrespective of selection for authorisation

What if your claim is selected for audit?

The notice that a claim has been selected for Audit is sent via JPA Workflow, after being processed for payment. This will appear in your Workflow Notifications:

Logon to JPA

Click on [JPA Self Service – Employee, Armed Forces]

Click [Workflow Notifications]

It is your responsibility to check your Workflow Notifications regularly to see if any of your claims have been selected for audit.

If your claim is selected for audit you must print out:

• JPA F025

• Copy of the original claim

You should attach all supporting documentation (including original receipts) and submit these to the Unit Auditor within 7 days. You should keep a copy in case they are lost in transit.

If you do not do this within 7 days then hastening action will be initiated. Failure to respond can result in your claim being recovered from your salary and in some cases disciplinary or administrative action being taken.


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For how long should receipts be kept?

All original, itemised receipts for your expense claims must be kept for 2 years from the date the claim was submitted, as you may be selected for audit at anytime during this period.

How to action a claim selected for audit:

Logon to JPA


Select [Workflow Notifications]

Click on the audit message

A new screen will be shown with a message informing you that the claim has been selected for audit. The Auditors details will be displayed.

Scroll down to see the full details of the claim in question

Click on [Expense Claim Details]

The Expense Report Summary screen will be displayed.

Click on the [Printable Page] button then on the [printer] icon to print your expense claim


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Click on the [JPA F025 Document] link to go to JPA Form F025 (The Audit Form)

Complete Part A of the Form

Print off the Form

Attach the Form to the copy of your claim that you have printed

Submit these with your original receipts and any other relevant documentation to the Unit Auditor within 7 days

Be aware that failure to submit these forms will result in the full value of this claim being recovered from your pay.


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Notes


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Notes


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Notes


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Notes


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Notes

defence guide to allowances & expenses on jpa

Documents