Protective marking: Restricted Publication scheme Y/N: No Title: Overseas Travel - Standard Operating Procedure (SOP) Version: Version 3.3 These SOPs support the MPS Overseas Travel Policy Summary: and provide direction and guidance to MPS staff and contractors travelling abroad on MPS business. Branch/ OCU: Specialist Crime Directorate Policy Forum Review date: November 2010 Notice reference/ date: Item 3, Notices 47/07, 21 November 2007

Policy Contact: SCD14(4) International Crime Co-ordination Unit, extn 63219

MPS Overseas Travel Standard Operating Procedure (SOP)

Index: Introduction Application Details of SOP Purpose of Travel The Business Case Risk Assessment and Management Selection of personnel for deployment overseas Arrangements to travel Travelling Doing Business Abroad Return to the UK Ownership and Monitoring of this SOP Associated Documents, Policies and Links Appendix A (Useful Information Sheet) Appendix B (Process flowchart)

Introduction

Policing in has an increasingly international dimension, and the need for the MPS to establish and develop access to overseas facilities and resources is growing. Overseas travel involves a significant use of public resources, and is subject to close scrutiny by the Authority and the public. In the interests of accountability it is vital that all foreign travel undertaken by members of MPS is appropriate, necessary, justifiable and undertaken as safely as possible. The procedures outlined below seek to ensure that this is the case, recognising the specific and varied needs of different business areas within the MPS. The procedures are to be used to:  prepare for overseas visits;  seek authority for them;  properly identify, assess and manage all risks associated with overseas travel;  make travel arrangements;  conduct MPS business abroad;  deal with foreign agencies and legal systems; and  provide appropriate support on return to the UK

Application

These procedures apply to

All police officers and police staff, including the extended police family and those working voluntarily or under contract to the Mayor's Office for Policing and Crime (MOPAC) or the Commissioner (collectively referred to as MPS personnel) must be aware of, and are required to comply with, all relevant Metropolitan Police Service (MPS) policy and associated procedures. This includes in particular all those travelling abroad on official business, or on visits funded by the MPS.

These procedures should be adhered to unless specific arrangements have been agreed in writing between the command unit concerned and the senior officer charged by the Commissioner with implementing the overseas travel policy.

In all cases a comprehensive risk assessment must be completed before authority to travel outside the can be given.

Where an MPS contractor is required to travel outside the UK on MPS business, the contract should make it clear that this SOP applies to the contractor concerned. (For further advice, please contact the Directorate of Legal Services).

Start date

These procedures will apply with immediate effect.

Impact

Implementation of the procedures will assure the MPS that personnel travelling abroad on business do so safely and effectively, and in a manner that represents best value to the people of London.

Responsibilities

 MPS officers of ACPO rank are responsible for authorising foreign travel in their business area, for securing budgetary provision for the proposed travel, and for ensuring that effective risk management measures are in place.

 Senior police staff within the MPS who are in overall charge of a business area are responsible for authorising foreign travel in their business area, for securing budgetary provision for the proposed travel, and for ensuring that effective risk management measures are in place.

 Unit heads are responsible for ensuring that the business case for travel undertaken by their personnel is sound, and must support each application for authority to travel.

 A line manager is responsible for completing a comprehensive risk assessment and implementing a risk management process. The line manager completing the process should have requisite knowledge of the task to be undertaken, and of the area to be visited, or of where to obtain that knowledge, in order to make a valid assessment of the risks involved.

 The person seeking to travel, or directed to travel, must obtain authority to do so before making any firm arrangements or entering into any undertakings in connection with the intended visit.

Details of SOP

Purpose of Travel

1.1 Travel overseas (i.e. outside the United Kingdom, the Channel Islands and the Isle of Man) by MPS personnel may be authorised by an ACPO ranking officer or a senior member of police staff in overall charge of a business area for the following purposes:  Operational investigations (including participation in Joint Investigation Teams (JITs));  Operational evidence gathering;  Operational meetings;  Operational intelligence gathering;  Operational assistance to other government departments or agencies;  Operational capacity-building projects;  Protection duties;  Advice and assistance in hostage and kidnap situations;  Extradition;  Transfer of persons in custody;  Provision of police assistance on behalf of, or supported by, HM Government;  Exchange visits;  Non-operational liaison;  Non-operational research and fact-finding;  Non-operational sporting, social, or educational events;  Training, conferences, lectures and presentations; or  Representational functions.

Every case will involve an abstraction of resources from London's police service, and the proposed visit must be justified and supported by a robust business case. A comprehensive and ongoing risk management process must precede each deployment overseas.

1.2 Any Metropolitan Police personnel travelling outside the UK - including to the Channel Islands or Isle of Man - to offer advice or assistance in a non- operational capacity that is primarily of benefit to the host country rather than to the MPS or the UK must be in possession of authorising letter from the Home Office under Section 26 of the Police Act 1996. This applies to all MPS personnel and to all non-operational visits, irrespective of their duration. Failure to obtain the letter may result in loss of normal benefits, such as pension rights. Section 26 applications are dealt with by the Home Office International Police Assistance Section, which can be contacted on 020 7035 1813. For further information and advice, please see the International Crime Coordination Unit intranet site.

1.3 Assistance to countries with the death penalty

The UK Government is opposed to the use of the death penalty. When the assistance of UK police officers or police staff is requested by any country where the death penalty applies, and where there is a significant risk that that penalty might be imposed on anyone found guilty of an offence where the investigation has been assisted by UK personnel (e.g. assistance into a murder investigation), then it is normal HMG practice to seek an assurance, via the FCO, from the authorities of the country concerned that the death penalty will not be imposed, before authorising that assistance.

In cases where such an assurance is not forthcoming, but where the FCO considers that there is nevertheless a compelling case to provide UK assistance, FCO Ministers will approach Home Office Ministers (in cases of assistance from E&W forces), to ask if they are willing to authorise that assistance under s.26 of the Police Act 1996, if the police service is prepared to provide it. In most cases, officers/staff will be on stand-by at the provisional request of the FCO.

The Home Office's International Police Assistance section has asked the ICCU to remind officers and staff that until the all the necessary steps described above have been completed, they may not issue s.26 letters of authorisation. Officers and staff must not travel without confirmation that force procedures including police authority approval have been completed and that Home Secretary approval under s.26 has been granted.

Requests for assistance are considered on a case-by-case basis. In exceptional cases (e.g. a kidnapping where it is necessary to act quickly to protect British lives), a decision may be taken by HMG to authorise deployment of UK personnel immediately, without first seeking assurances about non-imposition of the death penalty, to which consideration can be given in slower time.

This is without prejudice to the statutory position that all police assistance must have prior authorisation by the Home Secretary.

1.4 In some MPS business areas, travel overseas is a fundamental requirement. In cases where the volume of travel is such that it is not practicable to obtain authorisation at the level specified above, an authorising ACPO officer or senior staff member may formally delegate authorising responsibility to a Branch or OCU Superintendent or Police Staff equivalent. MPS personnel on contracted secondment to other agencies or government departments who are required by their host agency to travel overseas will be subject to the travel policy and risk management process of the host agency. In cases where the host agency has no risk management process or travel policy, the seconded MPS member must consult HR Secondments Branch before agreeing to travel overseas.

The number of people deputed to travel must be the minimum required to achieve the objectives of the deployment in safety. There is no organisational requirement for MPS personnel to travel in pairs unless it is necessary.

The Business Case

2.1 Unless there are other formal and agreed procedures in place (such as a Service Level Agreement (SLA) or contract with another government department or outside agency), the person wishing to travel, or the supervisor directing that the visit should take place, will prepare a report including:

 The objective(s) of the journey;

 The means by which the objective(s) will be achieved;

 Whether any responsible agency (e.g. SOCA, HM Revenue and Customs (HMRC), UK Central Authority, CPS etc) has been consulted, and a record of any advice given;

 The reasons why a personal visit is necessary and / or the most effective means of achieving the objective(s);

 Where the country to be visited or the task to be undertaken is considered, after relevant research and consultation by the line manager concerned, to entail significant risks a description of the particular risks to the person(s) travelling and an outline of any measures taken to minimise them (NB: this does not eliminate the need for a risk assessment and risk management process to be completed in every case as part of the authorisation procedure);

 Details of personnel seeking to travel; and

 An estimate of costs that will be incurred and / or saved if the visit proceeds (Travel Services branch of the Resources Directorate can assist with costing). Where MPS costs are recoverable this must be stated, together with an explanation of where the costs will be recovered from, and how and when the recovery will be implemented. This applies especially to instances where the MPS meets the initial cost of deployments that are supposed to be externally funded.

Where there is no specific sensitivity around the deployment, the overseas deployment authority Form 9750 may be used for this purpose. Where there are matters which are sensitive, or where the authorising officer or police staff member requires a more detailed explanation, the business case should be submitted on a Form 728 or branch equivalent.

2.2 The business case must be supported by the Head of Unit or his / her line manager if the Head of Unit is the person travelling. All requests to travel outside the UK must be authorised by an ACPO-ranking officer or a senior member of police staff with overall responsibility for the unit making the request, or by a person of a lower rank or grade to whom responsibility for travel authorisation has been formally delegated. The person authorising the travel must ensure that funds are available from a budget under their control, or obtain the consent of the relevant budget holder as appropriate. Some business groups have their own procedural requirements for authorising expenditure from specified budgets, such as non-operational travel budgets. Where such procedures exist, they must be followed.

Travel Application Process

2.3 The person seeking authorisation must contact SCD14(4) ICCU to register the intended deployment and obtain a unique reference number. Early consultation with SCD14(4) ICCU is necessary in order to avoid duplication of travel, to obtain preliminary travel advice regarding country risk and deployment risk management and to enable overseas MPS activities to be properly co-ordinated. Certain business areas may have separate formal arrangements with SCD14(4) ICCU, and where this is the case the person seeking the authority will comply with those arrangements. The Form 9750 and 728 or other report (where necessary) endorsed by the Head of Unit will be forwarded, together with completed risk management documentation if appropriate, signed by the person(s) travelling and their line manager, to the person who can authorise the journey.

The Form 9750, and the supporting report where one exists, should contain all the information needed to allow a decision to be made on whether the deployment is necessary and appropriate, and it is important that it is completed as fully as possible. In cases where the authorisation documents are to be retained in the unit seeking authorisation, SCD14(4) ICCU must still be contacted in order to obtain the unique reference number in accordance with any separate formal arrangements that have been made. The unique reference number is an essential part of the authorisation process, and it is needed not only for reasons of accountability.

2.4 In cases of extreme sensitivity, SCD14(4) ICCU will not require full details of the deployment, but must nevertheless be made aware that it is taking place (local arrangements exist for the protection of principles between SO1, SO14 and SCD14(4)). It is essential that the MPS knows where its personnel are at any given time, and all personnel travelling overseas must ensure that SCD14(4) ICCU is kept informed of any amendments to registered deployments, including changes to dates of travel and personnel deployed. SCD14(4) ICCU can be contacted out-of- hours through information available on extension 63219 (020 7230 3219), which also has a message-leaving facility.

When the destination is a politically sensitive country, as defined in Notices 21/2006, Counter Terrorism Command (Special Branch) must be consulted.

Duty of Care, Risk Assessment and Management

3.1 In all cases of deployment of MPS personnel overseas, other than of personnel seconded to another agency or government department, a risk management process must be undertaken to identify risks and put in place control measures for them before the deployment can be authorised. The principle of corporate Safety and Health risk assessment means that where the MPS has identified, mitigated and accepted risks entailed in a specific type of policing activity, there is no further need for a separate risk assessment to be recorded. Therefore, when the country to be visited and, the deployment activity to be undertaken are both identified as being low and there are no health and safety or other risks identified that do not already appear on the Corporate Safety and Health Risk Assessments (CRAs) maintained by SCD14(4) ICCU and available on the SCD14(4) ICCU intranet site, or on any other risk assessment for the deployment (e.g. an operational risk assessment) and the line manager of the person travelling considers the control measures specified to be adequate, there is no need to complete a separate risk assessment document.

Corporate Safety and Health Risk Assessments or CRAs maintained by SCD14(4) ICCU covering the following activities are available on the ICCU intranet site for consultation when completing individual risk assessments:

 Travel  On-duty activities overseas  Off-duty activities overseas

The CRAs or other risk assessment(s) consulted in the risk management process should be specified on the Form 9750 to show the authorising person that risks entailed have been properly identified and managed.

3.2 Line managers completing risk assessments should be aware of the different types of risk that may be encountered, including financial, reputational and other risks to the MPS, as well as health and safety risks to the individual(s) travelling. In completing a risk assessment, line managers should consult the ICCU to obtain currently available information held by them on country risks. Line managers should also explore other relevant sources of information within and outside the MPS, for example SO Counter Terrorism Command, SCD14, the MPS Safety & Health Risk Management Team, the Foreign and Commonwealth Office and resident UK liaison officers in the country to be visited. Where a separate / additional risk assessment is completed, Form RA3 should be used and completed by a trained risk assessor.

Where support staff, forensic or technical specialists, or contractors are to be deployed with operational staff, the officer in overall charge of the operation will be responsible for making the arrangements for the completion of the risk management process in respect of them.

3.3 Line managers and persons authorising deployments should bear in mind that the most urgent deployments may also be the most hazardous, and that the need for thorough risk assessment is greatest when seeking urgent authorisation for overseas travel. A means of monitoring current "in country" risks whilst the individual is deployed and plans to bring the deployment to an immediate end (an exit strategy) in the event of an emergency or compromise, at any stage, are integral to the risk management process and must be established at the outset.

3.4 Deployment to a hostile environment: If the deployment is deemed to entail security risks due to a hostile environment, advice must be sought from the Hostage and Crisis Negotiation Unit (HCNU) in SCD7 who are able to advise on matters relating to completing a full personal / hostage profile required for high-risk deployments which is retained in the UK. SCD7 can be contacted via the SCD 24 hour reserve on 020 7230 2061 (62061). Additional advice must also be sought from the Specialist (SO1) and from the Counter Terrorism Command (SO15), who have extensive experience of deployment in diverse environments.

3.5 Covert, confidential or sensitive deployments. All deployments which are of a covert, confidential or sensitive nature, advice and guidance must be sought from CPSU (SCD14(1)). This action is necessary before the release of a Unique reference Number from the ICCU. If there is any doubt whether the intended deployment falls within this category, CPSU (SCD14(1)) will provide the necessary advice. This section does not apply to SO1 and SO14 who have their own arrangements for sensitive confidential deployments.

Countries or activities identified by the ICCU as High or medium risk: ICCU advice must be sought to obtain the currently available information on country or deployment risks when considering a deployment. The ICCU will also provide advice on the appropriate sources for further information regarding global risks. Additionally, SCD14 must be contacted regarding advice and assistance when compiling risk assessments for high or medium risk deployments overseas.

Deployments under circumstances entailing significant risks will only be authorised for exceptional reasons that must be recorded by the person authorising the journey. No member of the MPS will be placed under any pressure by managers to undertake an overseas deployment judged to entail significant risk. Any member of the MPS volunteering for such a deployment overseas must be made fully aware of the risks involved and of the measures in place to mitigate them, before departure. All identified risks and their associated control measures must be recorded and must accompany the application for authorisation. Travel applicants should sign to show they have and understood the risks identified the risk assessments.

Emergencies Overseas

3.6 Personnel deployed while on secondment to another organisation may benefit from risk assessments prepared and maintained by the organisation they are seconded to, but the Commissioner retains a responsibility for them. Where personnel are to be seconded to an outside agency or government department HR Secondments Unit will establish whether or not the travel policy and risk management process in the host agency are acceptable to the MPS. Where this is not the case the provisions of this procedure are to be used for guidance, in consultation with the officer in charge of the HR Secondments Unit, if the secondee is asked to travel overseas.

For further advice and guidance on the currently available information on country or deployment risk levels, consult the ICCU. For further advice regarding risk management process, please consult Business Risk Management Team, (DCC2 (7)) on 020 7161 2946 (782946) or HR Safety and Health Risk Management Team via email at [email protected], telephone 020 7161 0841 (780841).

3.7 Personnel deployed abroad must arrange a schedule of contact with a friend or colleague (a 'buddy') in the UK. The purpose of this is to ensure that the MPS is made aware of any problem at the earliest opportunity so that measures can be taken to give assistance to the personnel deployed. This is particularly important where the deployment involves any sort of hazardous activity, but it is equally applicable on non-operational deployment where there might be a risk of accident or abduction.

The 'buddy' must be aware of the action needed if a contact is not made, or if the person overseas needs assistance. Unless other specific and agreed arrangements are in place, the first point of contact for the 'buddy' in the UK will be SCD14(4) ICCU International Crime Co-ordination Team on 020 7230 3219 (63219).

If circumstances dictate, the on call ICCU duty supervisor will relay all relevant deployment information to MIB – Specialist Crime Operation Centre (SCOC) on ext 68666 so that the senior manager(s) of those affected overseas can be contacted and made fully aware of the event or emergency. SCOC will also record all related communications and make contact with the MIB on call senior officer and provide a situation report on the actions and other circumstances surrounding the emergency.

Details of the UK contact friend or colleague (buddy) must be included in the authorisation document and risk register as a control measure. Prior to departure, the person travelling is advised to complete a Useful Information and Contact Numbers sheet (see Appendix A), which they can take with them.

Selection of personnel for deployment overseas

4.1 The process of selecting personnel for overseas deployments must be fair and transparent. The main concern for managers responsible for selecting personnel to travel overseas is the suitability of the candidate, and the primary consideration must be the nominee's professional ability to complete the task effectively. However, care must be taken to ensure that personnel selected to travel are both physically and mentally prepared for any difficulties they might encounter, and that necessary resources and back-up arrangements are in place to maintain their safety and welfare. For long-term or particularly stressful deployments, managers may wish to consult the Occupational Health Branch to access specialist advice and guidance to assist with the selection process.

4.2 Among the welfare considerations for selection of personnel for overseas deployment are:  Any current health or welfare problems;  Any recent absences with stress related illness or depression;  Any current or recent recuperative limitations or restrictive duties;  Any difficulties with domestic arrangements, such as care arrangements for dependents or children, which might distract the nominee from the task in hand.

4.3 Medical emergencies overseas can be extremely difficult to deal with, and all possible steps should be taken to minimise the risks to personnel travelling. Once selected, wherever possible personnel should ensure that they have received any recommended vaccinations for the area they will be visiting, and that they are aware of prevailing health risks that they might face. The person(s) travelling will have to declare, and if required produce evidence confirming, that any required vaccinations or preventative treatment has been obtained at the time authorisation is sought. Guidance on requirements for and provision of immunisation etc. can be obtained via the Department of Health Internet website (through SCD14(4) ICCU if no Internet access is available), the Occupational Health Branch using the link given below, or through local Occupational Health Advisors.

Contact numbers for these can be found on the Occupational Health Branch intranet site. Where the planned deployment is for an extended period and to a remote area or to a developing country, the personnel travelling should have medical and dental check ups before travelling, and they must seek the advice of the Occupational Health Branch who may be able to advise on the need for additional medical equipment, such as sterile needles and suture packs. In addition, advice on first aid equipment may be obtained from the First Aid Section of the Health and Safety Branch. In any event, personnel should not travel if they feel unwell, and it is their responsibility to bring any illness, however minor, to the attention of their line manager before setting out.

4.4 All members of the police service are expected to perform their duties impartially, and with diplomacy. Religious, cultural and legal restrictions in some parts of the world may seem unduly discriminatory to people used to living in a tolerant society. For example, women are not allowed to drive in some countries, and they may not be permitted to interview male suspects or witnesses. Such restrictions are beyond the control of the MPS. Personnel being considered for deployment abroad should be made aware of any such restrictions in the country to be visited, and if they find them unacceptable they should not be asked to travel.

4.5 All MPS personnel selected for overseas deployment must be in possession of a valid passport. Many countries will not admit people with passports that have less than six months validity remaining.

Pre travel arrangements

5.1 Carbon Emmissions: In April 2006 the UK Government developed a policy to offset carbon dioxide (CO2) emissions arising from all official air travel. The concept of carbon offsetting is that CO2 emissions generated from MPS air travel are calculated and then these are offset by new investment into schemes such as renewable energy projects. The resulting carbon saving from these schemes therefore offsets the emissions generated by air travel. Each OCU will pay an additional offsetting charge levied to each flight as of 1 April 2007.

Carbon emmissions (tonnes) are calculated based on mileage and whether the flight is long haul or short haul. The cost to offset 1 tonne of CO2 is set at £9.91 pounds until 2009. Charges per destination can be found on the MPS Travel Services intrenet site. It is recommneded that MPS officers and staff avoid air travel wherever practicable and consider using rail for short haul destinations. MPS personnel should avoid unnecessary air travel and appreciate the cost and efficiency implications where applicable and not just carbon dioxide offsetting.

5.2 Where there are overriding operational reasons for making independent arrangements for travel, accommodation, payment, etc., these will be agreed between the person in charge of the operation and the person authorising the deployment. The person authorising will decide whether there are 'Overriding Operational Reasons'. As a general guide, the following may be considered as being likely to involve overriding operational reasons:  Undercover and other covert operations;  Hostage and crisis negotiation situations;  Extremely sensitive enquiries and intelligence operations;  Deployments to hostile areas where anonymity is desirable; or  Protection deployments.

The fact that there are overriding operational reasons for confidentiality does not permit any MPS member to act unlawfully, and this includes undertaking enquiries, gathering intelligence or obtaining evidence overseas without proper lawful authority.

5.3 Serious and Organised Crime Agency: Where there are no overriding operational reasons (as agreed by the ACPO-ranking officer authorising the journey or in the course of protection duties by SO1 or SO14) for doing otherwise, the person or a delegated member of the party travelling will contact the Serious and Organised Crime Agency (SOCA) in the first instance to establish whether there is a UK law-enforcement liaison officer responsible for the country to be visited, and to ascertain what advice and assistance may be made available to facilitate the visit.

Where there is no SOCA managed liaison officer responsible for the country to be visited, there may be a liaison officer managed by HM Revenue and Customs (HMRC) or SOCA International Intelligence Division, which includes access to Interpol and Europol, will be able to advise on a point of contact in HMRC. A list of contact numbers for SOCA and HMRC is included at Appendix 1CA and 1CB of the Overseas Deployment Manual for Police Officers referred to in Home Office Circular 11/2003. SOCA International Intelligence Division can be contacted on 020 7238 8115 (24 hours).

5.4 Counter-Terrorism and Extremism Liaison Officers: In addition to the law enforcement liaison officers managed by SOCA or HMRC, there are a number of resident Counter-Terrorism and Extremism Liaison Officers (CTELOs) in numerous countries around the world. It is important that SO15 International Liaison Section is contacted via SO15 Reserve on 020 7230 2175 (62175) to enquire if there is a CTELO in the country to be visited. The CTELO can then be made aware of their intentions and save any embarrassment that could result in the resident CTELO being suddenly confronted with personnel on an unannounced police visit.

Pre travel arrangements

5.5 Foreign and Commonwealth Office: Unless there are extenuating circumstances, the relevant country desk at the Foreign and Commonwealth Office must be consulted so that assistance or advice may be obtained from the responsible UK diplomatic mission where necessary. This is particularly important when there is no UK law-enforcement liaison officer and SOCA cannot offer assistance. The main switchboard number at the FCO is 020 7008 1500.

5.6 Even where there is a resident UK law-enforcement liaison officer responsible for the country to be visited, the local British diplomatic mission (Embassy, High Commission, or Consulate) must be contacted by the senior member of the party travelling through the Foreign and Commonwealth Office prior to travel and advised of the visit. This is as a matter of courtesy and so that MPS personnel do not deploy without prior notification to the UK officials "in country".

5.7 UK Central Authority: If the visit is of an operational nature, the personnel concerned will ensure that they are in possession of all relevant and required documentation, such as letters of request (also known as Commissions Rogatoires) visas, and any other necessary authorities, prior to departure. Advice and guidance on these matters can be obtained from the UK Central Authority (UKCA) at the Home Office. The main switchboard number at the Home Office is 020 7035 4848. The UKCA can be contacted on 020 7035 1280. For further information on the UKCA, see Home Office Circular 16/1997.

5.8 If exhibits or other evidential material are to be taken outside the UK, the authority of the SIO in the case must be obtained first. The person(s) travelling will be responsible for the safekeeping and integrity of all such material in their care, and they will also be responsible for obtaining any necessary permission for possession of the material in the country they are visiting.

5.9 Operational arrangements are not to be made or agreements entered into with local law-enforcement agencies without reference to the UKCA and/or NCIS / SOCA. Requests for assistance where any form of lawful coercion or exercise of police powers is involved, even if accepted and acted on by a foreign law- enforcement body, may well be unlawful unless conveyed within the required and authorised judicial channels and could result in severe consequences for individuals concerned. Any evidential value may be lost, and UK law- enforcement personnel may be subjected to arrest and other sanctions if they act without lawful authority in a foreign country.

5.10 MPS Travel Services Branch: While budget holders are entitled to purchase travel tickets, vehicle hire or overseas accommodation from other sources, they are advised to make use of Travel Services Branch to make these arrangements. Flight tickets, other transport, and accommodation for both operational and non- operational overseas travel can be booked through Travel Services Branch of the Resources Directorate using Form 101. Travel Services can also provide advice and information on current overseas allowances and can be contacted on 020 7161 3933 (783933), 3934 or 3936.

5.11 Form 101 Travel Application: Although authorisation for travel is given by way of Form 9750, authority for the purchase of tickets via Travel Services is provided by way of Form 101. Travel Services will not issue tickets for overseas travel unless an SCD14(4) ICCU Unique Reference Number has been obtained and quoted on the Form but in the event of an extremely urgent travel requirement out of hours, Travel Services may issue tickets without a URN, but will notify SCD14(4) ICCU at the first available opportunity.

Personnel travelling are reminded that completion of Form 101 is only necessary when travel services are required to purchase the travel tickets, vehicle hire or overseas accommodation. Otherwise there is the danger that duplicate tickets might be purchased or accommodation arrangements made unnecessarily.

In instances where tickets are purchased other than through Travel Services, Finance and Resources Managers are to ensure that the expenditure is properly recorded as relating to overseas travel, and that a unique reference number has been issued by SCD14(4) ICCU in accordance with this SOP. Furthermore, the MPS does not object to individual membership of 'Airmiles' or other promotional schemes or frequent flyer programmes, but any free flights obtained through official travel can only be redeemed for official purposes.

5.12 Unless there are reasons agreed by the authorising ACPO officer or police staff member for doing otherwise or it is not practical to rely on charge cards, all expenses (including cash advances) should be paid using an MPS corporate charge card, which will be issued to the person travelling. The corporate charge card is subject to a weekly cash withdrawal limit, and where a requirement for a greater amount of cash is anticipated, prior arrangements should be made via the imprest section, Exchequer Services. The corporate charge card must be applied for prior to travel. Imprest Section (Exchequer Services) on extensions 781887, 781891 or 781925 will provide advice on the corporate charge card. See also Notices 20-03 of 7 May 2003.

5.13 In certain parts of the world, notably developing countries, it is not possible or advisable to use charge or credit cards. It is the responsibility of people travelling to find out whether the MPS charge card is suitable for the country they are visiting. Information can be obtained from American Express, from the resident law- enforcement liaison officer, or from the Foreign and Commonwealth Office. Where it is not possible to use the MPS charge card, personnel travelling should obtain in advance sufficient funds in a suitable currency or in the form of travellers' cheques if they are suitable for the area to be visited, from the imprest section, Exchequer Services. MPS personnel who choose to use their own personal credit cards to pay for goods and services obtained on official business for later reimbursement are not prohibited from doing so, but the practice is not encouraged. The MPS will not be liable for any losses incurred through fraudulent or improper use of personal credit cards for official purposes, which will remain a matter between the card issuer and the cardholder.

5.14 Medical and Travel Insurance: Before departure, all personnel travelling must be in possession of adequate personal medical and travel insurance cover that is valid for the area they will be going to and the role they will be undertaking. Whilst personnel travelling abroad on official business have 'medical expenses insurance' automatically arranged via MPS contracted insurance company Tokio Marine and claims provider Speciality Assist (visit the Travel Services web site for details), it is recommended that each traveller arrange their own travel insurance ensuring that it is valid for the area that they will be going to and for the role they will be undertaking. Travel booked through Travel Services does include a very minimal degree of insurance against travel and baggage delay, loss of documents and hijacking.

5.15 Where the journey is arranged through another organisation (e.g. FCO, HO, DFiD) travellers must ensure that adequate medical insurance and travel insurance is arranged as part of the package.

5.16 All MPS employers' liability and third party liability policy extends to cover personnel when travelling overseas on official sanctioned business. The MPS does not arrange any corporate, Met wide, all encompassing, travel insurance or personal accident insurance.

5.17 The MPS strongly recommends that personnel travelling have adequate personal accident and life insurance cover. The MPS does not arrange any corporate personal accident or no blame insurance to cover injury or damage to you whilst carrying out your policing duties. Every member of the MPS is personally responsible for making their own personal accident and life insurance arrangements. Obviously should you be injured whilst discharging your policing duties, there are certain protections under your contract of employment in terms of sickness pay, rehabilitation, back to work programmes etc. but this is not meant to be a substitute for you protecting your own personal financial obligations and arrangements.

5.18 Certain deployments or activities may be classified as high-risk (e.g. non disclosure for operational security reasons) and in very specific circumstances may invalidate an individual's own personal insurance arrangements (e.g. personal accident, mortgage indemnity insurance): it may depend on what activity you will be undertaking and / or where it will be performed. In such circumstances it may be possible to avail yourself of the MPA backstop Personal Insurance Indemnity Scheme. Consult with your line manager and visit the Personal Insurance Indemnity Policy for more information. Remember the MPA backstop Personal Insurance Indemnity is contingent on you having your own personal insurances in place - it is NOT a substitute.

Further advice about the classification of high-risk duties and eligibility to the MPA backstop Personal Insurance Indemnity Scheme can be sought from the Insurance Management Team, Exchequer Services, Resources Directorate.

5.19 Where contractors, for example interpreters, are deployed overseas in support of MPS officers or staff, the person authorising the deployment is responsible for ensuring that prior contractual or other arrangements have been made to cover that person's travel and subsistence expenses and accommodation costs. The person authorising the deployment will also be responsible for making sure that adequate travel and medical insurance cover, compatible with that available for other members of the group, is in place for the contractor, and that all parties understand and agree the fees payable to the contractor in advance. In the case of interpreters or forensic medical specialists, Language and Cultural Services Branch should be consulted.

Travelling

6.1 Class of Travel: The MPA and the public expect MPS personnel to travel by the most economical means possible that is compatible with the requirements of the deployment. Subject to the consent of the relevant budget holder where appropriate, the authorising person will determine the class of travel to be used by the person(s) travelling according to the following guidelines:  All flights up to 6 hours duration should be economy class, unless there is a documented reason to authorise otherwise. (This rule excludes the Commissioner, Deputy Commissioner, Assistant Commissioner, Premier Pay Bands and Senior Pay Bands 1 & 2)  Business class flights may only be considered for flights in excess of 6 hours (This rule excludes the Commissioner, Deputy Commissioner, Assistant Commissioner, Premier Pay Bands and Senior Pay Bands 1 & 2)  First class flights are to be considered where a specific security exception applies (This rule will not apply to the Commissioner, Deputy Commissioner, Assistant Commissioner, Premier Pay Bands and Senior Pay Bands 1 & 2)  All Management Board travel to be authorised by the Deputy Commissioner (excluding the Commissioner)  All UK and European air travel should be in economy class only (This rule will not apply to the Commissioner, Deputy Commissioner, Assistant Commissioner, Premier Pay Bands and Senior Pay Bands 1 & 2)  Travel Services will determine which flights are booked, in accordance with the new government air programme deals currently in place.

There will be few occasions when short or medium length journeys to and from developed countries on reputable airlines will warrant anything other than economy class travel. Some travel paid for by funds held by other organisations or departments, or to transport witnesses or prisoners, may be subject to specific instructions as to the class of travel to be used. Travel Services Branch holds details of such mandatory provisions, and MPS personnel will comply with them. Time spent travelling will be counted as time on duty.

6.2 In some areas of the world the standard of safety and pilot training of some commercial airlines is lower than would be expected in Western Europe. Some airlines are so bad and potentially unsafe that the Foreign Office will not allow its personnel to use them. All flights booked through Travel Services Branch will be on scheduled flights, ideally on MPS preferred airlines. Where personnel need to make their own travel arrangements, it will be their responsibility to ensure that any air transport they use is safe. The Foreign and Commonwealth Office maintains comprehensive guidance, including advice on air and road safety, accessible through the travel advisory section on its website (www.fco.gov.uk).

6.3 Authorisation must be sought in advance for a police officer to take any officer safety equipment on a deployment overseas. Valuable advice may be obtained from the Extradition Unit. Where officer safety equipment is required and authorised by the senior officer authorising the journey, the people travelling must ensure that appropriate permission to possess the equipment is in place in the country to be visited. Permission from the host country must be obtained in advance through the resident UK law-enforcement liaison officer or the Foreign and Commonwealth Office.

6.4 Carriage of Firearms: Where firearms are intended to be carried overseas, the issues are complex especially when it is intended to travel by air. It is therefore imperative that the Protection Command - SO1 and SO14 are contacted and their advice sought before travel arrangements are finalised as they have extensive experience of the complexities of carrying firearms on aircraft.

6.5 Individuals travelling with officer safety equipment must ensure that they are met at the port of arrival, and that the person meeting them has made appropriate arrangements with local officials and law-enforcement agencies. It is important to remember that the carriage of any officer safety equipment on an aircraft, either in the cabin or in the hold, can only be with the consent of the airline concerned, which must be sought in advance. If such equipment is to be carried in a UK airport, police at the airport must be notified. Any conditions imposed by the police at the airport concerned will be complied with.

6.6 Failure to comply with the procedures on carriage of officer safety equipment or firearms, particularly at airports and on aircraft, is likely to have severe, and possibly fatal, consequences.

6.7 Permission may also be required to import and export certain items such as laptop computers, especially if they have encryption on them, and communications equipment (such as personal radios). Failure to obtain the required permission in advance may result in the equipment, and any information contained in it, being confiscated abroad. Advice on restrictions applicable to computer or communications equipment should be obtained in advance through the resident UK representatives, the FCO, or the UK-based diplomatic mission of the country to be visited. Where there are doubts as to whether or not computer equipment is allowed, no sensitive or classified information is to be stored on computers taken abroad. The assistance of British diplomatic missions may be sought to send sensitive material back to the UK, but the missions are under no obligation to help. (SCD 14 and DOI Information Compliance Unit can give advice on sensitive communication equipment).

6.8 Use of MPS computer and other IT equipment outside the UK must be authorised by the OCU commander but the MPS Security Code (METSEC Code) and mobile computing SOPs stipulate procedures and conditions to ensure that MPS security policy and obligations under the Data Protection Act are complied with. For further information view the personal use of computer equipment SOPs, consult the OCU system administrator, or the Directorate of Information IM Policy & SOPs intranet site.

6.9 Allowances and Expenses: In the interests of integrity, all use of public funds for personal expenses must be demonstrably appropriate and reasonable. The Foreign and Commonwealth Office sets a daily allowance for public servants travelling abroad on official business. The rates vary depending on the country and city to be visited and length of time being spent there. Time spent is calculated from time of arrival to time of departure. The allowance is intended to cover accommodation, meals and other minor expenses. Claims for additional expenses, such as taxi fares, business telephone calls, essential laundry, etc, can be submitted, accompanied by a receipt if possible.

The worldwide overseas subsistence rates are jointly administered by Her Majesty's Revenue & Customs (HMRC) and the Foreign & Commonwealth Office (since 1 January 2008) and are published as benchmark rates to include the cost of accommodation plus a subsistence allowance or 'residual rate' for the purchase of up to three meals per day.

In all circumastances, accommodation and all meals purchased must be claimed against receipt, whether the 24hr rate has been exceeded or not. Where receipts cannot be obtained, a detailed account of expenses must be submitted stating what was purchased, where it was purchased (ie. the outlet) and the actual cost of the purchase. The HMRC benchmark rates listed are published therefore only as a guide.

The period of claim for overseas travel starts from the local time of arrival at the destination airport, port or train station, until the time of departure from the country in question. The only exceptions granted to this rule are whereby a member of staff purchases a meal on a plane, train or a ferry, in these cases it has been agreed that the period of claim can start from the time the member of staff purchased their meal.

MPS staff, whose overseas period is less than 24 hours and does NOT INCLUDE an overnight stay, can claim up to the relevant benchmark rates, against receipt, for either 5-10 hours (or 1 meal) or 10 hours and over (2 meals). Details of these rates can be obtained from Travel Services.

MPS staff, whose overseas period is less than 24 hours, but DOES INCLUDE an overnight stay, can claim the relevant room rate against receipt plus up to the relevant residual rate against receipt for over 5 hours or over 10hrs, as appropriate.

Where the standard '24 hour rate' proves insufficient, reimbursement may be made on the basis of actual reasonable expenditure (ie. receipted bills for accommodation, meals etc.)

Where accommodation is provided, free of charge, staff are only permitted to claim the up to the appropriate residual rate, against receipt, for the number of meals purchased.

In all cases where rates are exceeded and bills are produced, claims must be endorsed by supervising officers who should be satisfied that any additional expense was necessarily incurred.

A full list of all the HMRC Overseas Rates is available from this website.

6.10 Conduct: MPS personnel travelling for official purposes will conduct themselves in an appropriate manner at all times while abroad and in accordance with the MPS Code of Conduct. In particular, attention must be paid to observing customs, cultural traditions, and laws in countries visited in order to avoid causing offence to others or embarrassment to themselves, the UK, or the MPS. Alcohol consumption, use of drugs (even if legal in the UK), sexual conduct, and expression of any political or nationalistic views are all sensitive matters that need special consideration and restraint when abroad on MPS business. Advice may be obtained prior to travel from the resident UK law-enforcement liaison officer if there is one, the local British representative mission, or the Foreign Office. 24 hours Foreign Office travel advice can be obtained on 0870 6060290, or at www.fco.gov.uk on the Internet.

6.11 Where possible, personnel travelling should make arrangements to be met on arrival by a UK official or a representative of the host agency. This is of particular importance in sensitive or high-risk countries. Where arrangements cannot be made, personnel travelling should seek advice from a resident British representative or a local law enforcement official. Personnel should not make arrangements with unlicensed taxis, or use buses or trains to travel to or from ports or stations unless they are familiar with them in that location.

6.12 Personnel should be aware that in many countries local law-enforcement, intelligence or security services take an active interest in visiting foreign law- enforcement officials. This may include surveillance, monitoring of telephone conversations, and using intrusive surveillance techniques in hotel rooms. Reasons for this can include attempts to identify potential friendly, or easily coerced, contacts in the UK, or to identify local residents in contact with UK officials. Resident British officials will advise where this is likely, and if so personnel should ensure that their conduct is in keeping with the nature of the visit. Approaches made by strangers should be treated with caution, and any suspicious contacts should be reported to the local UK diplomatic mission or to a line manager at the first available opportunity.

6.13 Notwithstanding the legal duties of the MPS as an employer to mitigate risks, day-to-day personal security and health and safety issues can only be addressed adequately by the person(s) deployed overseas. All MPS personnel will familiarise themselves with appropriate advice and guidance relevant to the geographical area they will be visiting prior to departure. Similarly, personnel travelling must accept responsibility for taking precautionary measures to minimise the risk of illness or accident either en route or after arrival at the destination. Further guidance is available in Section 6 of the Overseas Deployment Manual for Police Officers, which also deals with a number of cultural as well as health, safety, and security issues.

6.14 If personnel deployed abroad need immediate assistance, medical treatment, or emergency repatriation following illness, injury, accident, or some other incident their line manager and SCD14(4) ICCU must be notified as soon as possible to allow an appropriate response to be co-ordinated. If other MPS personnel are required to be deployed abroad to assist in any capacity, a separate authorisation and risk management process must be completed. Medical assistance will be provided by Alert Assistance (Wings) who can be contacted at any time on (+44) (0)117 971 9333. Any accidents or injuries to MPS personnel overseas must be reported by line managers and recorded on the MetAIR system as soon as reasonably possible.

6.15 If any member of the MPS or any contractor working for the MPS becomes the subject of criminal or civil proceedings while deployed overseas the MPS may support that person and fund their legal defence, provided that the proceedings arose while the person was fulfilling the functions of the visit, and was acting in good faith in accordance with the provisions of Home Office Circular 43/2001. This states that police officers must be confident that Police Authorities will provide financial support for officers in legal proceedings where they have acted in good faith and have exercised their judgement reasonably. Similar provisions within Section 111 of the Local Government Act 1972 empower local authorities such as the MPA to facilitate employees in the discharge of their functions.

Police Authorities, and local authorities, will need to decide each case on its own merits, but subject to that there should be a strong presumption in favour of payment where these criteria are met. In any event, SCD14(4) ICCU is to be notified immediately so that Legal Services and the Department of Professional Standards can offer appropriate advice and assistance. Any MPS member or contractor deployed overseas who is the subject of legal proceedings as a result, in the considered view of the MPA and the Commissioner, of their own criminal intent or negligence, or as a result of acting in bad faith, may be regarded as a private person and be liable for costs incurred, as well as being personally liable for any penalty imposed. For further information on civil and criminal liability, please see Home Office Circular 43/01, Notices 39/02, and Special Notice 2/03.

Doing Business Abroad

7.1 Personnel engaged in operational matters will stay within the terms of the permission granted by, or agreements made with, the host allowing their activities in the country visited, or comply with the directions of the team leader of the Joint Investigation Team they are seconded to if appropriate. UK police powers and legislation such as PACE do not apply in foreign countries, and some specific procedures are not valid. All investigative and evidential matters must be conducted in compliance with the law of the country visited, and in accordance with the terms of any letter of request (Commission Rogatoire) or police-to-police arrangement. This may entail interviews with witnesses or suspects being conducted by other persons in the absence of the MPS personnel, or with the MPS personnel being present only as observers.

MPS personnel should make every effort to ensure that evidence obtained abroad is in a form that is admissible in UK court proceedings. Where there is any doubt, the CPS and / or the UKCA must be consulted without delay by the SIO. As far as possible, UK law-enforcement officials should comply with the spirit of UK legislation affecting the rights and treatment of suspects and witnesses. For further information, see the Overseas Deployment Manual for Police Officers, section 1B included in Home Office Circular 11/2003.

7.2 Where it is not possible for local legal or procedural reasons to take evidence obtained abroad directly back to the UK, MPS personnel should endeavour to obtain copies, images, or recordings of the evidence to take back with them. Arrangements should be made to have originals delivered or sent to the UK as soon as possible.

7.3 MPS personnel travelling abroad for non-operational or representational reasons must not make any public or private statements on any UK or MPS policy unless that policy is already published. Any private comments on public policy or procedures should only be made in a manner compatible with the purpose of the visit and the position of the person travelling. These matters are especially important when dealing with foreign media.

7.4 MPS personnel working abroad will make every effort to achieve their objectives expeditiously. If lengthy delays are encountered, any extension to the approved duration of the visit must be agreed with the person who authorised the visit through the appropriate line manager. The MPS personnel concerned are responsible for ensuring that the letter(s) of request and any other required authorities and visas remain valid for the duration of the visit. Where it becomes clear that the objectives cannot reasonably or lawfully be achieved, the MPS personnel concerned will return to the UK at the first available opportunity unless it is prohibitively expensive to do so, or there are overriding operational reasons to remain. In such circumstances where a decision has been taken to remain abroad until the pre-arranged return time, and it has not been possible to consult with a senior officer, the MPS personnel member travelling will have to justify his or her decision to the person who authorised the visit. Failure to offer a satisfactory explanation may result in disciplinary action.

7.5 MPS personnel working abroad are subject to the same regulations concerning pay, overtime, and working hours (including rest days) as they are when at their normal place of duty. The only exceptions are when MPS personnel are seconded to another organisation or government department and they are under different, agreed, contractual arrangements. (For example, police officers deployed on contracted policing assistance duties for other departments, such as the Foreign Office or the Department for International Development (DFID) may not be entitled to claim any overtime compensation).

7.6 Hours claimed as being worked on duty, especially if overtime is being claimed, will be subject to scrutiny, and must be justified as if the duty were performed in the UK. Overtime compensation will be claimed in accordance with regulations if it is necessary. Rest days will be taken as rostered unless there is a justifiable requirement to work on rest days, in which case appropriate compensation may be claimed. If a rest day is taken while abroad, overseas allowances for subsistence and expenses are payable as if it were a working day. Personnel must take sufficient rest time between tours of duty, and they must not work for excessively long periods without rest days.

Managers are responsible for setting out expectations in terms of working hours, rest days and overtime prior to the deployment. The declared expectations will be arrived at after due considerations of all the circumstances, including the nature of the deployment and ease of travel, etc. For example, it will not be acceptable to extend the duration of an overseas deployment simply to avoid travel on a rest day, or to avoid payment of overtime. If circumstances change, the personnel deployed must contact their manager to agree any variations.

Return to the UK

8.1 Time spent travelling will be counted as time on duty. Reasonable rest time for recuperation will be allowed following long or arduous journeys before the person travelling is expected to resume normal duties. The head of branch or unit will determine the period of time allowed.

8.2 The health and welfare of personnel returning to the UK after deployment abroad is of paramount importance. All personnel returning from a deployment overseas must report any illness, anxiety or other health problem to their line manager, and seek medical treatment in the first instance from their local Accident and Emergency department or their Primary Health Care provider (GP). If a person is in any doubt about symptoms he or she may be suffering, the NHS Direct advisory service should be consulted. NHS Direct can be contacted on 0845 4647 or http://www.nhsdirect.nhs.uk/ If an affected member of the MPS is still concerned after seeking medical advice, they may contact Occupational Health Branch, who may be able to access more specialised attention.

8.3 Accounts of expenditure and claims will be submitted on: Form 288 (Amex reconciliation & temporary imprest) or Form 290 (expense claim) for police officers or Form 291 for police staff. Clarification will accompany the forms if necessary through the relevant Finance and Resource Unit as soon as practicable after return.

Debrief reports

8.4 A short end of visit debrief report should be prepared detailing whether or not the objective(s) were achieved and detailing any difficulties or advantages encountered. As much advice as possible that will help staff on future visits to the same area, including useful contacts, accommodation, transport arrangements etc should be included.

A copy of the end of visit debrief report will be sent to SCD14(4) ICCU as they maintain a central register of all MPS overseas travel and post-deployment feedback is an important part of corporate learning and experience, and can be of great value to colleagues on future deployments to the same places. Every effort should be made by personnel returning from an overseas deployment and their managers to ensure that as much information as possible is made available for the benefit of the MPS as a whole.

In the case of secret, sensitive or covert deployments a full debrief tactical report is to be compiled via SCD14(1) CPSU and an appropriately sanitised version of the debrief report will be forwarded to SCD14(4) ICCU by SCD14(1).

Ownership and Monitoring of this SOP

9.1 This SOP is owned and monitored by the International Crime Coordination Unit (SCD14(4) ICCU). It will be reviewed periodically to assess its impact and effectiveness, and amended as required. The need for amendments will be determined through consultation with personnel who have used these procedures to arrange or participate in deployments overseas, and with staff associations; through analysis of feedback and debrief reports; and through monitoring of data collected in the registration and risk management processes.

Authorisation and risk management processes may be subjected to individual review and inspection by the MPS inspectorate and / or the corporate risk management group. Users and people authorising overseas deployments are invited to submit comments, complaints and observations to SCD14(4) ICCU as part of the ongoing review and monitoring of this SOP.

9.2 Data collected in SCD14(4) ICCU will be used to provide management information to the MPA, business groups and OCU Commanders as required.

Associated Documents, Policies and Links

The following documents are relevant to these procedures:

Metropolitan Police Service Overseas Travel Policy Travel to Politically Sensitive Countries Policy Covert Operational Deployments Overseas – Standard Operating Procedures Home Office Circular 11/2003 dated 6 March 2003. (Internet access required) Overseas Deployment Manual for Police Officers Special Notice 02/03 of 24 January 2003 (Concerning civil actions against police) Item 3, Notices 20-03 of 14 May 2003 (Concerning the corporate charge card – but Exchequer Services are now responsible for administering the Corporate Charge Card system) Notices 39/02 of 25 September 2002 (Concerning financial assistance in legal proceedings) Home Office Circular 43/01 (Concerning financial assistance in legal proceedings) Home Office Circular 16/1997 (Concerning mutual legal assistance) Special Notice 34/98 of 26 August 1998 (UK and overseas air travel policy) Home Office Circular 17/1989 (Communication with police forces abroad) MPS Health and Safety Manual (See Volume 1, Chapter 5)

This policy and procedure replaces

Item 2, Notices 03/06 of 25 January 2006 Item 1 of Notices 26/2002 (Instructions for seeking authorities to travel abroad/enquiries in other countries, including non-operational travel)

APPENDICES

Appendix A - Useful information and numbers:

S:\FP\SMPD\ 111_MANAGEMENT\109_GOVERNANCE\101_POLICIES\RM_SCD_Overseas_Travel\Documents\SOPS\Overseas_Travel_SOP1_AppxA.doc

Appendix B - Overseas deployment authorisation process flowchart:

S:\FP\SMPD\ 111_MANAGEMENT\109_GOVERNANCE\101_POLICIES\RM_SCD_Overseas_Travel\Documents\SOPS\Overseas_Travel_SOP1_AppxB.doc