RCR travel and expenses policy March 2017
|
|
- Doris Martin
- 5 years ago
- Views:
Transcription
1 RCR travel and expenses policy March 2017 Contents 1 Background 2 General principles 3 Receipts 4 Authorisation 5 Advice and assistance 6 Air travel 7 Rail Travel 8 Hotels 9 Personal car travel 10 Taxis 11 Hire cars 12 Lunch 13 Evening Meal 14 Stay with friends / relatives 15 UK Speakers expenses 16 Overseas speakers 17 Sundry 18 College Travel agency March 2017 Issue 6
2 1. Background This document sets out the policy for claiming travel and associated expenses from the Royal College of Radiologists in connection with authorised College business. Travel expenses are a significant cost to the College. There are, particularly for longer journeys, potentially considerable savings to be made from pre-booking train and airline tickets. Similar savings are possible with hotel accommodation. Prebooked of College-related travel, and some hotel accommodation, is arranged through the appointed travel agent. See below for details. Fellows, members and others make a considerable contribution to the work of the RCR including attending RCR Boards and committees. Unfortunately, it is not possible within available resources to offer first or business class travel. This policy offers the opportunity to use first class rail travel when the cost is no more than a prebooked standard fare. Where this is the case, the College will only re-imburse claims made where proof of the cost of travel at the time of booking has been provided, retrospective evidence will not be accepted. This can be in the form of a screenshot at the point of booking. 2. General principles Whilst increasing use is made of audio- and video-conferencing, face to face meetings remain the basis for the majority of College business. The use of a travel agency to pre-book travel can result in savings. Particularly with longer rail and air journeys, there can be an enormous difference between the cost of a pre-booked, off-peak service and a fully flexible ticket purchased on the day of travel. Fully flexible bookings usually represent poor value for money and one of the purposes of this policy is to reduce such bookings to an absolute minimum. The College s appointed travel agent is given lists of most of RCR scheduled meetings and the names and addresses of all those expected to attend. The agency will contact attendees six to eight weeks before the meeting and offer to arrange travel. The RCR will not meet any claims for travel, accommodation or associated expenses in regard to attendance at any College general meetings (including all Annual General Meetings and all Extraordinary General Meetings) neither will it offer attendees at such meetings travel and accommodation booking through its travel agency. In respect of attendance at RCR Committee, Board and Council meetings by those based outside the UK, expenses will be reimbursed only from the point of entry into the United Kingdom as defined by Council and not from more distant place of habitation. The RCR will not pay travel costs in respect of individuals appointed by other bodies as observers on RCR Boards and Committees. Claims for hotel stays must fall within the maxima set out within this policy. The College will check all claims and authorise reimbursement up to the maximum figures only. Attendees are expected to adhere to this policy and behave with honesty and integrity when making expenses claims. 2
3 HM Revenue and Customs requires that all expenses claims are appropriate, scrutinised and supported by receipts containing the details of the travel and of course we shall continue to meet this obligation. Whilst this policy has been drafted to be clear and to cover most circumstances, it is not possible to provide for all situations which may arise. Accordingly, the Treasurer is given discretion under this policy to vary the provisions taking account of particular circumstances ensuring that as far as possible there is consistent treatment of all travel and expenses claims. Any contact to the Treasurer regarding expenses claims need to be submitted through the College Finance and Business Manager, Katie Harris, 3. Receipts and claims The College operates its expense re-imbursement in accordance with Her Majesty s Revenue and Customs (HMRC) guidance and therefore require supporting evidence for all claims. Claimants are expected to retain and submit evidence to support all expenses claims. This might include the ticket or a photocopy of the ticket used the e-booking document or a print of the grid showing the range of fares available at the time of booking. Credit card receipts alone are insufficient. The only expenses not requiring a receipt are when staying with friends/relatives. With the evolution of contactless, Oyster and Apple Pay there is a tendency not to supply a receipt; there should be a receipt for all transactions and at least proof of payment for contactless transactions. Registration of an Oyster card may be necessary to obtain a record or receipt of travel further details can be found on the TfL website. Where more than one source of funding is being used for a particular journey (eg sponsorship and the RCR), this should be clearly stated and the relevant proportion of the claim attributed to the RCR identified. If uncertain, please seek advice of the Finance and Business Manager, Katie Harris Katie_harris@rcr.ac.uk. 4. Authorisation Claims should be entered on the RCR approved claim form identifying which activity a claim applies to. Claim forms should be returned to the member of College staff responsible for the activity as soon as possible and certainly no later than one month after the event. Claims received after this period may not be accepted. All expenses claims will be checked by the appropriate member of staff to ensure that they comply with this policy and signed by an authorised member of staff. Where an item is claimed that may be outwith the policy, the claim form will be forwarded to the Executive Director, Finance and Resources for decision. Retrospective reviews will be regularly performed on a sample of expenses claims and their related receipts to confirm compliance with this policy. 5. Advice and assistance Any queries on particular claims should be directed to the member of staff responsible for the activity in the first instance. Alternatively, queries may be directed to the Finance and Business Manager by . Where a claimant is uncertain if a claim is acceptable, assistance should be sought before the cost is incurred. 3
4 6. Air travel All air travel should be pre-booked directly with the RCR s approved travel agent. Economy air travel will normally be offered. From time to time, when deemed in the interests of the RCR, Officers may agree to permit business class travel on intercontinental journeys using the most economical fare. Where business or first class travel is required by the claimant and they wish to pay the difference, the relevant pre-booked economy fare should be identified in advance and agreed with the Executive Director, Finance and Resource so that the appropriate allowance can be determined. 7. Rail travel Rail travel will normally be offered at standard class. When a pre-booked ticket is arranged, the onus is on the claimant to use the ticket on the appropriate service. If the claimant chooses to travel on an alternative service, the claimant will be expected to pay the difference. If a meeting appears to be running over time such that the attendee might miss a booked train or plane, he or she should bring this to the attention of the meeting chair as soon as possible. Chairs have been asked to make every effort to keep to preannounced meeting times. 8. Hotels Most RCR meetings are timed to allow attendees to get to and from meetings in a single day. Therefore, the entitlement to claim accommodation is generally limited to one of the following situations: 1. Where the claimant is required to stay overnight to attend another RCR meeting on the following day; 2. Where a meeting is scheduled to start before 9.30am or finish after 7.00pm; 3. Where a meeting runs over several days; 4. Where it can be proved that it is impractical to get to a meeting without travelling overnight; 5. Where the combined cost of off-peak travel, subsistence allowance and hotel accommodation can be shown to be less than advance purchase travel on peak time services, and the claimant chooses to exercise this option. Hotel accommodation, where applicable, will normally be reimbursed up to the following maxima: the overall cost of bed and breakfast should not exceed 120 ( 144 including VAT), outside London and 165 ( 198 including VAT) in London per night both amounts are excluding VAT. Incidental expenses (eg drinks, videos, telephone calls) incurred whilst staying in a hotel will not normally be allowed. The College has an agreement for accommodation in London with Club Quarters (CQ), the rates are set for the year and, unlike other hotels they do not fluctuate over seasons. The Club Quarters club and standard rooms at the Lincoln s Inn Fields hotel (next door), and club rooms at the other London locations fall within this limit. For hotel bookings outside London please use the College travel agent. Please note that the College travel agency will book in accordance with the College policy and the individual(s) staying will need to pay their hotel bill on departure. 9. Personal car travel A personal car may be used on RCR business when this form of transport is the overall cheapest or most practical means of travel. Claimants may only use a private car for business purposes if they have full comprehensive insurance cover, which 4
5 specifically includes use for business purposes. Car mileage will be reimbursed according to the College-approved rate (currently 40p per mile). When more than one person is travelling in the car on approved RCR business, a single additional passenger rate of 5p per mile can be claimed by the driver of the vehicle. The names of those Fellows and members travelling in the car must be stated on the claim. The RCR will reimburse parking and toll fees incurred on approved business travel where the cost of travel including the amount claimed for mileage is less than other forms of travel or where the car is the only practical means of travel. Only the standard per day congestion charge is reclaimable via expenses, provided it is incurred whilst travelling on RCR business. The RCR will not pay any additional costs, eg where the driver omitted to pay the standard charge. Paying Congestion charge and London parking costs are unlikely to make personal car travel the cheapest means of travel. 10. Taxis The RCR will reimburse the cost of taxis for short journeys of up to five miles within a town or city to facilitate transport where necessary between a mainline station/place of work/airport. Claimants may be asked to confirm that use of a taxi is the cheapest or most appropriate means of conducting approved RCR business. 11. Hire cars This will only be permitted in exceptional circumstances. Advance approval should be obtained from the -Executive Director, Finance and Resources. 12. Lunch Meetings held at the RCR that span the lunchtime period will normally have lunch provided (but not meetings ending before or starting after lunchtime) so a claim will not normally arise. Where approved RCR work is being done at another site, a claim for a lunch allowance limited to the actual receipted expenditure up to a maximum of per eligible claimant will be allowed. 13. Evening meal Where an overnight stay is required (as in 8 above), the cost of an evening meal can be claimed up to a maximum of 35 per eligible claimant. 14. Stay with friends/relatives If staying with friends or relatives, rather than in a hotel, the maximum rate that can be paid under an HMRC dispensation is 25 per night including accommodation and any evening meal. It is acceptable to claim for this stating the name and address of the person with whom you stayed. This statement is in lieu of a formal receipt. 15. Sundry Cancellations Where attendees incur a cost from pre-booking a ticket to attend an RCR meeting, or on behalf of the RCR and, for a legitimate reason have to cancel their attendance, they will be entitled to enter a claim to have the actual cost incurred repaid. This should be accompanied by a letter outlining the reason for cancellation. The Treasurer will need to be satisfied that the cancellation was reasonable. Where a booking made through the 5
6 College travel agency has to be cancelled, Fellows and members should contact the College travel agency as soon as possible. Excess baggage The RCR will only reimburse excess baggage costs that result from carrying equipment/materials on behalf of the RCR. Vaccinations The cost of receiving vaccinations required for overseas travel on behalf of the RCR can be reclaimed from the RCR. Officers travel any necessary overnight accommodation and expenses in respect of College related work will be reimbursed or paid directly by the RCR as appropriate in accordance with the principles in this policy. Recipients of the Gold Medal and Honorary Fellowship Individuals who accept the awards of Gold Medal and Honorary Fellowship may submit expenses claims as follows: (a) UK residents up to 750 for travel and one night s accommodation (b) From Europe up to 1,250 for travel and one night s accommodation (c) From outside Europe expenses to be based on the price of a fixed business class direct return flight plus two nights hotel accommodation or three nights if travelling from the US or equivalent and from further afield Those invited to provide citations at the Admission Ceremony for recipients of the Gold Medal and Honorary Fellowship will receive the same expenses allowance as UK residents as above. 16. College travel agent, Top Flight: Main Reservations Team Telephone Number Address supersonic@supersonictravel.net Opening Hours (Monday to Friday excluding public holidays) Rail Reservations Team Telephone Number Address rail@altour.co.uk Opening Hours (Monday to Friday excluding public holidays) Out of hours contact (0)
RCR travel and expenses policy November 2014
RCR travel and expenses policy November 2014 Contents 1 Background 2 General principles 3 Receipts 4 Authorisation 5 Advice and assistance 6 Air travel 7 Rail Travel 8 Hotels 9 Personal car travel 10 Taxis
More informationSCR Local Enterprise Partnership Expenses Policy
SCR Local Enterprise Partnership Expenses Policy Document Properties Document Approval Approving Body or Person Role (review, approve) Date LEP Board Approve 05/02/2018 1. Purpose 1.1 This policy provides
More informationUNIVERSITY OF WALES EXPENSES, TRAVEL AND SUBSISTENCE POLICY. 1. Introduction. Travel & Expenses - Version 4, July 2014, Academic Unit
UNIVERSITY OF WALES EXPENSES, TRAVEL AND SUBSISTENCE POLICY 1. Introduction This document provides detailed guidance on the University s policy for the reimbursement of expenses necessarily incurred by
More informationTravel Expenses Policy
Travel Expenses Policy Foreword The Office of the Scottish Charity Regulator (OSCR), The Scottish Arts Council and HM Revenue and Customs require that all expenses claims are appropriate, scrutinised and
More informationTravel, Subsistence and Expenses Policy
Travel, Subsistence and Expenses Policy Bournemouth Primary Multi Academy Trust Policy Approved By Board Signed Date Signed Chair of Board Date Signed Executive Head Date Chief Financial Officer Reviewed
More informationREAch2 Expenses Policy
REAch2 Expenses Policy Policy and Procedure 2014 Page 1 of 12 Contents Page General principles and guideline... 4 Timeliness of submission...4 Submission of Expenses...4 Receipts...4 Authorisation of expenses...5
More informationEXPENSES POLICY FOR DIRECTORS, EMPLOYEES, TUTORS AND REGIONAL REPRESENTATIVES
EXPENSES POLICY FOR DIRECTORS, EMPLOYEES, TUTORS AND REGIONAL REPRESENTATIVES Approved By the Board: 22 nd November 2017 Review Date: December 2018 1 P a g e 1. INTRODUCTION It is our policy to reimburse
More informationExpense Reimbursement Policy and Procedures
Staff Expense Claims Expense Reimbursement Policy and Procedures It is College policy that members of staff be repaid the actual cost of expenses incurred exclusively and necessarily in the performance
More informationBritish Fencing EXPENSES POLICY TRAVEL AND SUBSISTENCE
Introduction British Fencing EXPENSES POLICY TRAVEL AND SUBSISTENCE 1. This policy on Travel and Subsistence provides a comprehensive account of the rules and entitlements for all British Fencing colleagues
More informationTravel Expenses Policy Reimbursement of expenses
Travel Expenses Policy Reimbursement of expenses Section 1 - Introduction This Policy was approved by the Finance Committee of the College in March 2011 and minor amendments have been made since then.
More informationThe responsibility for this policy and adherence to the procedures rests with the Chief Operating Officer.
STAFF TRAVEL AND EXPENSES POLICY AND PROCEDURES 1. PURPOSE This document sets out London & Partners policy and procedures on staff travel and expenses. The policy has been designed to ensure that staff
More informationFees and Expenses Policy for HCPC Partners
Fees and Expenses Policy for HCPC Partners Introduction 1. This policy sets out rules and guidance for Partners on how their fees will be paid and how to claim their expenses while carrying out work on
More informationDecision The Council is requested to approve the revised expenses polices for implementation from 1 September 2011.
Council Meeting 7 July 2011 Expenses Policies Executive summary and recommendations Introduction Copies of the proposed revised expenses polices are attached. The policies were reviewed by the Finance
More informationENERGY COAST UNIVERSITY TECHNICAL COLLEGE EXPENSES POLICY
ENERGY COAST UNIVERSITY TECHNICAL COLLEGE EXPENSES POLICY Approved: Signed: Date: January 2017 Date for Review: January 2019 Revision History: Revision History Revision Date Owner Summary of Changes 1
More informationPolicy on claiming Attendance Allowance, Reading/Preparation time, Travel and Subsistence
Policy on claiming Attendance Allowance, Reading/Preparation time, Travel and Subsistence This is a general policy covering all individuals carrying out ARB business. December 2016 V1.December 2016 Review:
More informationPolicy on claiming Attendance Allowance, Reading/Preparation time, Travel and Subsistence
Annex B Policy on claiming Attendance Allowance, Reading/Preparation time, Travel and Subsistence This is a general policy covering all individuals carrying out ARB business. October 2017July 2018 V32.October
More informationAppendix 11: Staff Expenses Policy
Appendix 11: Staff Expenses Policy ACTIVE LEARNING TRUST EXPENSES POLICY. Updated January 2017 1. General principles 1.1 The purpose of the Expenses Policy is to ensure that employees are reimbursed for
More informationPolicy and Procedure. Expenses Protocol
Policy and Procedure Expenses Protocol Issue Document Title Date 1 st Issue Last Reviewed Responsibility of: 02 Expenses Protocol May 2016 May 2015 Catherine Pickles/ Hannah Bundy NASMA EXPENSES PROTOCOL
More informationSTAFF TRAVEL, EXPENSES AND ALLOWANCES POLICY THE VIEW TRUST
THE VIEW TRUST CONTENTS 1. Introduction 2. Travel expenses and allowances 3. Travel by car 4. Travel by train 5. Travel by air 6. Subsistence expenses and allowances This Policy will be reviewed by the
More informationTravel and related costs for NGA Guideline Committees
Travel and related costs for NGA Guideline Committees Published: Oct 2017 v2017-04 1 v2017-04 Contents Contents... 2 1. Policy introduction... 3 2. Travelling expenses... 4 2.2 Travel by car or motor cycle...
More informationTHE COUNCIL OF THE INNS OF COURT The Bar Tribunals & Adjudication Service EXPENSES POLICY
THE COUNCIL OF THE INNS OF COURT The Bar Tribunals & Adjudication Service EXPENSES POLICY Date of implementation: January 2014 Date of last review: June 2016 Date of next review: June 2017 CONTENTS 1.
More informationExpenses policy and procedure
(School can insert logo) Expenses policy and procedure Audience: Academy staff, particularly Headteachers and School Business Managers or Finance Officers Local Governing Bodies Trustees Regional Boards
More informationAHDB BUSINESS EXPENSE POLICY
AHDB BUSINESS EXPENSE POLICY 1. Policy Statement It is the Agriculture and Horticulture Development Board (AHDB) policy to reimburse employees for all necessary travel, accommodation and other expenses,
More informationPlymouth CAST Staff Benefits and Expenses Policy
Plymouth CAST Multi Academy Trust Plymouth CAST Staff Benefits and Expenses Policy Date agreed by Finance Committee: Date approved by Board of Governors: Date of Next Review: T:\Website\Files\Policies\CAST\CAST
More informationBottesford CofE Primary School
Bottesford CofE Primary School Staff expenses policy Aspiring and Achieving All Together Company No: 8259654 Registered Office: Silverwood Road, Bottesford, Nottingham. NG13 0BS Page 1 of 6 Person responsible
More informationNational Association of Racing Staff
National Association of Racing Staff Expenses Policy Date; 4/02/2016 Signed; George McGrath, Chief Executive Review date Each year Process owner Financial Trustee Contents Page 1. Introduction 2 2. Completion
More informationSTAFF EXPENSES POLICY
STAFF EXPENSES POLICY Issued: Nov 2017 Next Review Due: Autumn 2018 Version 1 1 Staff and Volunteer Reimbursement of Expenses Incurred on BDAT Business The following policy applies to staff of BDAT Central
More informationExpenses (staff) Policy
Expenses (staff) Policy Rev Level Revision Date Description of Changes 01 02 03 21/04/2012 18/06/21013 04/02/2014 Initial Release Addition of allowable alcohol purchase for corporate entertainment (Req.
More informationFinance and Resources Committee 17 March 2010
Finance and Resources Committee 17 March 2010 Expenses Policies Executive Summary and Recommendations Introduction At the July 2009 meeting of the Finance and Resources Committee, consideration was given
More informationFinancial Regulations
The University of Chichester Financial Regulations Travel and Subsistence Expenses Policy 1. GENERAL PRINCIPLES 1.1 Only expenses which have been wholly, necessarily and exclusively incurred in the course
More informationMS Society Expenses Policy
MS Society Expenses Policy 1 Purpose and scope 1.1 This policy outlines the Society s approach towards the reimbursement of expenses incurred by individuals while on Society business. 1.2 This policy includes:
More informationBOARD OF REVENUE SCOTLAND. Fees and Expenses Policy. (April 2015) Updated: 14/04/2015 1
BOARD OF REVENUE SCOTLAND Fees and Expenses Policy (April 2015) Updated: 14/04/2015 1 Board Member Expenses 1. General Policy 1.1 In line with normal policy for Public Bodies, it is intended that the Board
More informationTRAVEL AND SUBSISTENCE POLICY FOR THE PCC
TRAVEL AND SUBSISTENCE POLICY FOR THE PCC Introduction 1. Travel and subsistence claims may be made for the costs of travel, and travel-related and subsistence expenditure undertaken by the Police and
More informationStaff Expenses Policy
Staff Expenses Policy Education is for improving lives and for leaving your community and world better than you found it. Review date: April 2020 Page 1 of 7 Contents 1. Introduction... 3 2. Claiming Expenses...
More informationVERSION Version 5 SUMMARY The policy sets out rules for the reimbursement of travel, accommodation and subsistence expenditure APPROVAL Approved by
TITLE Expenses Policy VERSION Version 5 SUMMARY The policy sets out rules for the reimbursement of travel, accommodation and subsistence expenditure APPROVAL Approved by the Remuneration Committee on 1
More informationStaff Benefits and Expenses Policy 2018
Staff Benefits and Expenses Policy 2018 Policy Approved by Finance Committee 28 November 2018 Chair of Finance Committee Eunice Brain 28 November 2018 Whole Governing Body 6 December 2018 Position Name
More informationTRAVEL & EXPENSE CLAIM POLICY
TRAVEL & EXPENSE CLAIM POLICY Next review date: August 2016 Authorised by: Chris Anderson 1 1.0 Purpose In implementing this policy Managers must ensure that all staff are treated fairly and within the
More informationTRAVEL & SUBSISTENCE (T&S) CODE
TRAVEL & SUBSISTENCE (T&S) CODE Updated 30/08/14 CONTENTS 1. INTRODUCTION... 3 2. BKA POLICIES AND PRINCIPLES APPLYING TO T&S... 4 General Policies & Principles... 4 Specific Policies In Respect of Travel-Related
More informationExpenses policy. Policy Control Sheet:
Expenses Policy Policy Control Sheet: Name: Purpose: Region: Scope: Expenses policy This policy outlines the Society s approach towards the reimbursement of expenses incurred by individuals while on Society
More informationExpense Policy for Council and Committee members
Expense Policy for Council and Committee members 1. INTRODUCTION Council and Committee Members are expected to act honorably and sensibly within the spirit of this policy. Further advice and guidance is
More informationMembers expenses policy
Members expenses policy Introduction 1 The GMC s expenses policy has the following broad aims: a To ensure that members travelling on GMC business are reimbursed appropriately for those expenses wholly,
More informationSTAFF EXPENSES RESPONSIBILITY FOR REVIEW: CEO/DIRECTOR OF FINANCE DATE OF APPROVAL: NOVEMBER 2013
STAFF EXPENSES RESPONSIBILITY FOR REVIEW: CEO/DIRECTOR OF FINANCE DATE OF APPROVAL: NOVEMBER 2013 Policy and Procedures for Employee Expenses Introduction The Trust will reimburse employees for reasonable
More informationWellsway Multi Academy Trust Travel and Personal Expenses Policy
Wellsway Multi Academy Trust Travel and Personal Expenses Policy Policy overview The purpose of this policy is to set out which personal expenses can be claimed by employees and how to do this. It takes
More informationStaff Expenses Policy
A Brighter Future Monitoring and review Staff responsible : Chief Executive Officer; Chief Finance Officer; Headteachers Committee responsible : Finance and Resources Committee Links : Date approved :
More informationEXPENSES POLICY AND PROCESSES
EXPENSES POLICY AND PROCESSES Page 1 of 15 and Processes TABLE OF CONTENTS Introduction... 3 Travel Expenses... 5 Subsistence... 8 Hotel Accommodation... 8 Entertainment Expenses... 9 Other Expenses...
More informationINQUIRY SUMMARY THE SCOTTISH GOVERNMENT S GUIDANCE ON TRAVEL AND SUBSISTENCE EXPENSES
INQUIRY SUMMARY OF THE SCOTTISH GOVERNMENT S GUIDANCE ON TRAVEL AND SUBSISTENCE EXPENSES INTRODUCTION 1. In assessing claims for travel and subsistence the Chairman, Lord Hardie, has determined that travel
More informationBefore arranging your travel please make sure it is the most cost effective solution and check with your manager that it is essential.
4.3 EXPENSES POLICY This Policy is non contractual. 1.1 General Introduction This document looks at general travel and subsistence policy and relates to out of pocket expenses incurred as result of the
More informationa. Expenses are paid to NHS chairs and non-executives at rates set by the Secretary of State for Health.
Non-executive Information Sheet Expenses This information sheet has been prepared for NHS Trust chairs and nonexecutives from source material provided by the Department of Health. In the event of any dispute
More informationThe staff expense policy will be changed to show the increase in hotel allowance but no other changes will be made.
Finance and Resources meeting, 21 November 2013 Update to expense policies effective 1 January 2014 Executive summary and recommendations Introduction Following a review of the partners expense policy
More informationTravel and Expenses Policy
Travel and Expenses Policy Effective from 1 March 2019 Contents 1. General 1 1.1 Purpose 1 1.2 Scope 1 1.3 Key principles 1 1.4 General expectations and requirements 2 1.5 Claiming expenses 2 1.6 Approving
More informationExpenses Policy. Contents. 1. Scope. 2. Principles
Last updated: Submitted by: Owen Sedgwick-Jell, UK Projects Manager To be reviewed: July 2019 Contents 1. Scope 2. Principles 3. Travel 4. Subsistence 5. Overnight costs 6. International Travel 7. Postage
More informationGifts, Hospitality and Expenses Framework
London Pensions Fund Authority Gifts, Hospitality and Expenses Framework 2013 Ap Contents Page 1. Principles 3 2. Limits for acceptance and disclosure A summary 4 3. Section 1: Policies for Gifts and Hospitality
More informationTHE KEMNAL ACADEMIES TRUST. Expenses Policy
THE KEMNAL ACADEMIES TRUST Expenses Policy 1.0 PURPOSE 1.1 This policy sets out the Kemnal Academies Trust's (TKAT) rules on how employees, LGB members and Trustees can claim for expenses incurred in the
More informationMental Health Foundation. Employee Expenses Policy
Mental Health Foundation Employee Expenses Policy Mental Health Foundation Employee Expenses Policy The Foundation recognises that staff will incur expenses on its behalf; it is the Foundation s policy
More informationTRAVEL AND SUBSISTENCE POLICY
TRAVEL AND SUBSISTENCE POLICY Introduction The University is a publicly funded body with charitable status, therefore the highest standards are expected of the way it controls the funds in its care. Payments
More informationVolunteer expenses policy
Volunteer expenses policy Parkinson's UK was founded in 1969 by volunteers. More than 40 years on, volunteers are central to everything we do. Much of our work wouldn t be possible without their enthusiasm
More informationClare College Financial Policies and Procedures. Expenses & Benefits. 1 P a g e
Financial Policies and s Expenses & Benefits 1 P a g e Contents 1. Introduction 1.1 Purpose 1.2 Tax Implication of Benefits and Expenses Payments 2. General s 2.1 Claiming Expenses 3. Travel by College
More informationStaff Expenses Policy
Staff Expenses Policy The Kemnal Academies Trust Version: [3] Last reviewed: [September 2018] Next review: [September 2019] TKAT Staff Expenses Policy 1.0 Purpose 1.1 This policy sets out the Kemnal Academies
More informationEXPENSES CLAIMS POLICY FOR LAY MEMBERS (EFFECTIVE FROM 1 st August 2016)
EXPENSES CLAIMS POLICY FOR LAY MEMBERS (EFFECTIVE FROM 1 st August 2016) HMRC has again changed what are allowable (non receipted) allowances which may be claimed. These are now statutory and come into
More informationFRC Tribunal Panel Members Fees and Expenses Policy
Guidance Financial Reporting Council March 2017 FRC Tribunal Panel Members Fees and Expenses Policy The Financial Reporting Council (FRC) is the UK s independent regulator responsible for promoting high
More informationThis guide will give you an overview of the types of expenses you can claim and how to claim them.
GUIDE TO EXPENSES BUSINESS EXPENSES - AN OVERVIEW i4 Pay Partners Limited 71-75 Shelton Street Covent Garden London WC2H 9JQ «dummy» We have put this Guide together in line with all current HMRC guidelines
More informationNon-Staff Reimbursement Policy
Non-Staff Reimbursement Policy Responsible Officer Business Planning & Resources Director Author Finance Date effective from July 2018 Date last amended June 2018 Review date June 2021 Non-Staff Expenses
More informationExpenses Policy Implementation January 2012 Review September 2014
Expenses Policy Implementation January 2012 Review September 2014 Oasis Community Learning Expenses Policy June 2014 Expenses Policy Version 3 02.03.12 MN 1 STAFF REIMBURSEMENT OF EXPENSES INCURRED ON
More informationDocument Ref QP035 Document Title Travel & Expenses Policy Owning Department Finance Effective Date 05-Nov-18 Review Date 05-Nov-21
Document Ref QP035 Document Title Travel & Expenses Policy Owning Department Finance Effective Date 05-Nov-18 Review Date 05-Nov-21 1. Purpose This document sets out London & Partners policy and procedures
More informationMEMBERS SCHEME OF ALLOWANCES
MEMBERS SCHEME OF ALLOWANCES 1. INTRODUCTION a) The payment of allowances to Councillors is governed by various Acts of Parliament and Regulations. There is a key distinction to note, as follows. b) Sections
More informationHealth Education England s Patient & Public Voice Remuneration Policy
Health Education England s Patient & Public Voice Remuneration Policy Members Version Introduction HEE exists to help improve the quality of care delivered to patients and HEE is committed to ensuring
More informationNon-staff Expenses Policy
1. Introduction Non-staff Expenses Policy 1.1 As an equal opportunities organisation the GPhC maintains an expenses policy to ensure that individuals are not either financially disadvantaged or advantaged
More informationStaff Expenses Policy and Procedures
Scope: Financial Management Last updated by/date: EDOF Feb 2018 Effective Date: Feb 2018 Next review date: Feb 2021 Responsible Dept: Finance Associated links: Equality Analysis Undertaken: Stage One Policy
More informationStaff Expenses Policy
Staff Expenses Policy Policy Created April 2017 Last review April 2017 Review Cycle 3 years Date to be reviewed April 2020 Staff Reimbursement of Expenses Incurred on ICAT Business The following policy
More informationTRAVEL AND EXPENSES POLICY
TRAVEL AND EXPENSES POLICY Version Version 1 Ratified By Date Ratified Author(s) Responsible Committee / Officers NHS West Cheshire Clinical Commissioning Group Governing Body Proposed for January 2014
More informationStaff Expenses Policy
Staff Expenses Policy Originator name: Department: David Sharkey Finance Implementation 28 June 2011 date: Date of next review: 1 st August 2014 Related policies: Staff Handbook, Financial Regulations,
More informationGreenshaw Learning Trust Staff Expenses Policy 2018
Greenshaw Learning Trust Staff Expenses Policy 2018 Responsible Officer: Head of Finance Approved by the Board of Trustees: 23 rd May 2018 Policy Review Date: 23 rd May 2019 GLT STAFF EXPENSES POLICY CONTENTS
More informationBusiness Travel and Expenses Policy
Policy Policy Code: F1 Policy Start Date: September 2015 Policy Review Date: September 2017 Please read this policy in conjunction with the documents and policies listed below: HS3 Transport and Vehicles
More informationPolicy for expenses payments and sessional payments
Policy for expenses payments and sessional payments Principles underlying the expenses and sessional payments policy The BDA is a membership organisation. As such it relies on the knowledge, time and dedication
More informationPayment of Travelling and other Allowances to NIPEC Council Members
NIPEC/15/23 (replacing NIPEC/13/01) NORTHERN IRELAND PRACTICE AND EDUCATION COUNCIL FOR NURSING AND MIDWIFERY Payment of Travelling and other Allowances to NIPEC Council Members November 2015 Review date:
More informationBusiness Travel Policy
Business Travel Policy Publication code: HR-0413-058 Publication date 2 April 2013 Version number FINAL Author s initials CC Job title Responsibility for this document Human Resources Adviser Human Resources
More informationRESEARCH COUNCIL TRAVEL, SUBSISTENCE AND EXPENSES POLICY
Content Policy statement 1. Principles 2. Definition of terms 3. Claim Forms 4. Travel claims 5. Accommodation 6. Other subsistence 7. Specific provisions for overseas travel 8. Other expenses 9. How to
More informationExpenses and Hospitality Summary Guidance for Employees
Expenses and Hospitality Summary Guidance for Employees Contents 1. Expense Claims - Overview... 2 1.1. Foreign currency expenses... 2 2. Items which should not be claimed through the Expenses process...
More informationTravel and Expenses Policy
Travel and Expenses Policy Version Number 2.2 Version Date July 2014 Changes to previous Mileage rates updated version Author changed References to the electronic E-Expenses included Submission dates for
More informationEquestrian Australia Travel Claims Policy
Equestrian Australia Travel Claims Policy Effective 15 March 2016 ENDORSED BY THE EA NATIONAL BOARD: 10 March 2016 Published by: Prepared by: Equestrian Australia Limited (EA) Equestrian Australia Limited
More informationEXPENSES POLICY 2018/2019
EXPENSES POLICY 2018/2019 PURPOSE To provide a policy whereby LPC members will be reimbursed for actual expenditure incurred wholly, exclusively and necessarily in the course of LPC business activities,
More informationBusiness Expense Policy
Business Expense Policy January 2019 Table of Contents 1.0 Eligibility 2 2.0 Principles of Use 2 3.0 Expense Guidelines 2 4.0 Submission Requirements 3 5.0 Expense Approvals 3 Business Expense Policy Resource
More informationREIMBURSEMENT OF EXPENSES POLICY
1. TRAVEL REIMBURSEMENT Purpose This policy covers: REIMBURSEMENT OF EXPENSES POLICY all authorised travel carried out in relation to a College function, accommodation and meals costs incurred in relation
More informationExpenses Policy. TGA Trust Expenses Policy Ver P a g e
Expenses Policy 1 P a g e Expenses Policy 1. Introduction The principles of this policy are: To ensure staff are reimbursed on a timely basis for all reasonable expenses incurred wholly, necessarily and
More informationQueen Mary University of London
Queen Mary University of London Expenses policy Including travel, accommodation, subsistence and other expenses Approved at QMSE: 6 November 2018 Approved by FIC: 13 November 2018 Approved by ARC: 14 November
More informationReimbursement of Staff Expenses
Shireland Collegiate Academy Trust Policy Reimbursement of Staff Expenses 2017 Committee and Date Approved Resources Board November 2017 Category Recommended Next Review Date Every two years unless change
More informationEXPENSE CLAIM GUIDELINES
EXPENSE CLAIM GUIDELINES October 2015 Contents Introduction 1 Subsistence 2 Accommodation 4 Mileage 5 Public Transport 6 Professional Subscriptions 6 Phone Charges 6 Toll and Parking Charges 6 Other 7
More informationPolicy for reimbursement of external Examiners/Advisors/Experts and Assessors travel and other expenses
Policy for reimbursement of external Examiners/Advisors/Experts and Assessors travel and other expenses 2014-15 Contents 1. The policy 2. How to claim 3. Authorisers 4. Expenditure which may be claimed
More informationAssociate Payroll and Pensions Guidance
Associate Payroll and Pensions Guidance Version 4.1 / March Page 1 of 17 Contents 1. Introduction...4 2. Expenses...4 2.1 Subsistence... 5 2.2 Childcare Expenses... 5 2.3 Admin Costs... 5 2.4 Postage Costs...
More informationOFFICIAL. British Pharmacopoeia Commission. 151 Buckingham Palace Road, London SW1W 9SZ. Tel:
British Pharmacopoeia Commission 151 Buckingham Palace Road, London SW1W 9SZ Tel: 020 3080 6033 e-mail: samantha.atkinson@mhra.gsi.gov.uk BRITISH PHARMACOPOEIA COMMISSION EXPERT ADVISORY GROUPS PANELS
More informationThis policy sets out the arrangements for staff with regard to claiming expenses Who is the document All staff
Title Document Details Policy and Procedure on Travel Expenses and Subsistence Claims Trust Ref No 1592-40724 Local Ref (optional) N/A Main points the document covers This policy sets out the arrangements
More informationSTEP Academy Trust Staff Expenses Policy
STEP Academy Trust Staff Expenses Policy Date of Policy: Summer 2016 Review: Spring 2019 All staff employed by STEP Academy Trust may claim reimbursement in respect of actual expenditure incurred by them
More informationAssessment Specialist Expenses Information
HM Revenue and Customs Travelling Public transport Car/motorcycle mileage Accommodation Subsistence Postage, telephone and Expense and fees claim Booking information Policy on overnight stays Payment of
More informationRe-imbursements and allowances policy
Re-imbursements and allowances policy June 2018 Contents Page Introduction 1 Travel expenses 1 Other expenses 2 Attendance Allowances 3 Annual Allowances 3 Introduction This policy sets out the payments
More informationTravel, Subsistence and Expenses Policy and Guidelines. Staff
Travel, Subsistence and Expenses Policy and Guidelines Staff Table of Contents General principles... 3 Travel... 6 Meals, Meetings and Entertainment... 14 Telecommunications... 17 IT equipment... 18 Fees
More informationTravel & Subsistence Policy and Procedures
Travel & Subsistence Policy and Procedures Trust Board Approval Date 3 June 2015 Effective Date 1 July 2015 Planned Review Date 1 July 2016 Web Access Intranet Owner Director of Finance Business and Operations
More informationBusiness Expenses Policy
Business Expenses Policy Introduction The aim of this policy is to give you a helpful and simple guide to claiming genuine business expenses you might incur that may be offset against tax, if eligible.
More informationVelindre NHS Trusts Charitable Funds Travel and Expenses Reimbursement Policy
VELINDRE NHS TRUST CHARITABLE FUNDS REF: CFC BLACK 002 Velindre NHS Trusts Charitable Funds Travel and Expenses Reimbursement Policy Policy Lead: Steve Ham; Finance Director Page 1 of 14 Review Date: September
More informationULSTER UNIVERSITY TRAVEL AND EXPENSES POLICY
ULSTER UNIVERSITY TRAVEL AND EXPENSES POLICY DOCUMENT CONTROL Document Title Travel and Expenses Policy Document Version V2.0 Author Mark Harvey - Accountant Custodian Chief Finance Officer Approving Committee
More informationAYR COLLEGE TRAVEL, SUBSISTENCE AND OTHER ALLOWANCES SCHEME
AYR COLLEGE TRAVEL, SUBSISTENCE AND OTHER ALLOWANCES SCHEME Car, Motor Cycle and Cycle Mileage Allowances: Type of vehicle Rate per mile Cars and vans 45p Motorcycles 24p Cycles 20p 1. Staff authorised
More information