- Date Released: 29 January 2026
- Request Number: FOI202601062
- Release of information under: FOIA
Information requested
- Would you please provide a copy of the ONR expenses policy which pertains to travel and subsistence for ONR personnel carrying out their duties.
- Would you please provide a copy of the governance process that ONR follows when delivering audits of travel and subsistence claims made by ONR personnel.
- Would you please provide the total number of governance checks that that have been carried out on ONR personnel, over the 2025 calendar year, to confirm they have adhered to the ONR policy that pertains to travel and subsistence.
- Would you please provide the total number of non-compliances found against the policy that pertains to travel and subsistence (as a result of the governance process), the types and numbers of non-compliances and the types and numbers of sanctions delivered against ONR personnel where non-compliances have been identified.
- Would you please confirm if former employees of ONR may have been found to have been in breach of the ONR policy that pertains to travel and subsistence prior to their departure from ONR.
- Please confirm whether ONR is aware of any current instances of non-compliance with the travel and subsistence policy.
- Does ONR consider these travel and subsistence claims to be appropriate from a compliance with the ONR expenses policy which pertains to travel and subsistence?
Information released
We confirm that under s.1 of the FOIA, we do hold the information you have requested, please see below for a response to each of your questions.
Would you please provide a copy of the ONR expenses policy which pertains to travel and subsistence for ONR personnel carrying out their duties
Please see attachment for ONR’s expenses policy and principles.
Would you please provide a copy of the governance process that ONR follows when delivering audits of travel and subsistence claims made by ONR personnel
Each month, the Finance Team performs a sample check of:
- Expenses paid;
- Hotel, rail and hire car bookings; and,
- Amounts claimed that look unusual or the description for what has been claimed needs further investigation.
From time-to-time, risk areas are targeted outside of the normal compliance checks. Checks are made to ensure the claims are in line with the policy. This includes, but is not limited to, the retention of accurate receipts, approvals granted and reason for travel.
Would you please provide the total number of governance checks that that have been carried out on ONR personnel, over the 2025 calendar year, to confirm they have adhered to the ONR policy that pertains to travel and subsistence
From January 2025 to November 2025, 856 claims were checked. The December audit sample is currently underway.
Would you please provide the total number of non-compliances found against the policy that pertains to travel and subsistence (as a result of the governance process), the types and numbers of non-compliances and the types and numbers of sanctions delivered against ONR personnel where non-compliances have been identified
Please see table below for further information. The information listed in the table is from January – November 2025, as the December audit sample is currently underway.
| Type | Total - 88 | Action |
|---|---|---|
| No response | 41 | Followed up with Line Manager |
| Alcohol claimed with meal | 2 | Advised of error and repaid |
| Late claim | 6 | Advised of timescales for future reference |
| Receipts missing | 29 | Recorded in monthly audit report |
| Over daily limit | 6 | Advised and repaid |
| Home to office travel (Hotels) | 1 | Referred to Senior Leadership Team |
| Home to office travel (other) | 2 | Advised and repaid |
| Equipment which should have been procured by IT | 1 | Repaid amount claimed |
With regards to questions 5 to 7, we are not able to comment on specific employment matters, even where individuals are not named, where individuals could be identified from the information whether by the requester or others, as per s.40 (personal information) of the FOIA.
This is because such information constitutes personal data and release of the information would breach principle (a) of UK GDPR (lawfulness, fairness, and transparency) on the grounds that there is no lawful basis to process this data. In addition, releasing this personal data would also breach principle (b) of UK GDPR (purpose limitation) as the data was provided in relation to sensitive employment matters which carry a reasonable expectation of confidentiality.
Speaking in general terms, we can assure you that where potential breaches of any staff policy are identified, these are investigated in line with our internal procedures and, where appropriate, addressed through our disciplinary process in a proportionate manner.
Exemptions applied:
s.40
Public Interest Test (PIT):
N/A