Board & Committee Member: Expenses Policy
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1 HOME GROUP Board & Committee Member: Expenses Policy 1.0 INTRODUCTION Home pays expenses to members of the Home Board and its committees to meet the costs they incur in carrying out their duties. This policy sets out the expenses that may be reimbursed to Home Board/committee members in connection with their role. 2.0 AREAS FOR REIMBURSEMENT The following areas are those in which Home will reimburse your expenses. A summary is attached at Appendix Child Care Home will cover the actual cost of your child care arrangements, including travel time. Please note that claiming care costs could affect your benefits if you are claiming or your tax status if you are a tax payer. 2.2 Care arrangements for elderly or dependent relative(s) Home will reimburse costs in similar circumstances to childcare. If you are in receipt of a carer s allowance we recommend that you check with your benefits advisor as to whether your allowance would be affected. 2.3 Travel Home will cover actual and reasonable travel costs incurred in connection with your role as a Board/committee member. In this context, Board and committee members are expected to make every effort to make the most economic travel arrangements in connection with the fulfilment of their duties. In cases of long distance travel, train is our preferred method of transport not only is this generally more cost effective and
2 environmentally friendly, but it is significantly safer than driving long distances. If you would prefer, Home staff will book accommodation in advance on your behalf, making use of any available discounts for advanced bookings where available. For further information please contact: Elaine Stephenson (see contact details at Section 4.0). Train and Air Travel Board and committee members are entitled to standard class train travel, and if air travel is required should book flights on the basis of the most economic fare available. Use of your own vehicle Home will cover the cost of using your own vehicle in connection with your role as a Board/committee member, based on the relevant Inland Revenue mileage rate. Please ensure that your insurance policy covers you whilst you are travelling on board/committee business. When using your own vehicle the cost of parking and road, tunnel and bridge tolls incurred during the journey will also be covered. Home does not reimburse for parking fines, speeding fines or clamping fines. Taxi Home will meet the costs of a taxi reasonably incurred in connection with your role as a Board/committee member, for example for safety or mobility reasons, or where no public or private transport is reasonably or conveniently available. Bus/Tube Home will cover the actual cost of your bus, tube (or similar form of transport) fares. 2.4 Overnight Accommodation Home will meet the cost of suitable overnight accommodation and subsistence (i.e. breakfast and evening meal, as appropriate) needed to enable you to carry out your duties. Home aims to book clean and well maintained accommodation, appropriate to the needs of Board and committee members, at reasonable cost. If you would prefer, Home staff will book accommodation in advance on your behalf, making use of any available discounts for advanced bookings where available. For further information, please contact: Elaine Stephenson (see contact details at Section 4.0). 2.5 Subsistence Home will reimburse you for the actual and reasonable cost of any meal, snacks and refreshments incurred in connection with your role as
3 a Board/committee member. Please attach receipts to your expenses claim form wherever possible. If you are staying overnight at a hotel, we will arrange for breakfast and evening meal as appropriate. 2.6 Remuneration and Loss of Earnings Home makes remuneration available to those non-executive members of the Home board who are not Home customers or clients, and who wish to draw remuneration, on the basis set out below: Home Chairman 20,900 Senior Independent Member 9,500 All other non-executive Home 8,500 Board members Non-Executive Home Board An additional 1,000 members who also chair other committees or subsidiaries of Home Customer and Client members of the Home Board who are in employment or are self-employed, are entitled to apply to the Company Secretary for a payment to indemnify them against earnings lost as a consequence of the fulfilment of their responsibilities as a board member. This includes, in the case of a Customer and Client board member in employment or self-employed, compensation for actual time spent on board/committee business. Members serving on more than one board are eligible for only one payment this will be the highest payment to which they are entitled (subject to the exception for chairs above). Remuneration (other than loss of earnings payable to Customer and Client board members) is by way of fixed annual sum (ad honorarium) which will be paid in monthly instalments in arrears. 2.7 Miscellaneous Costs telephone charges, photocopying costs, ink cartridges, etc Home will meet any actual and reasonable costs in relation to miscellaneous items in connection with your role as a Board/committee member, such as telephone charges, printing (including ink cartridges) or photocopying. 2 CLAIMING FOR YOUR EXPENSES 2.8 Completing your claim Home will reimburse your expenses as quickly as possible, and in order to enable us to do so please would you:
4 Complete the expenses claim form (see Appendix 2). Attach relevant receipts. Show expenditure on your expenses form if you do not have a receipt. Sign and submit it as quickly as possible to Elaine Stephenson (Board Administrator) (see contact details at Section 4.0). 3 QUERIES Where you are reimbursed by BACS transfer your expenses claim will usually take no longer than one working week to be transferred into your bank account. It may take up to two working weeks in the event of a bank holiday (in particular where there are two bank holidays together ie Good Friday and Easter Monday). Where you are reimbursed by cheque, it will usually be issued within one working week. If you have any queries concerning any aspect of this policy, please contact: Elaine Stephenson Board Administrator 2 Gosforth Park Way Gosforth Business Park Newcastle upon Tyne NE 12 8ET Telephone: (0191) elaine.stephenson@homegroup.org.uk
5 Appendix 1 SUMMARY OF ALLOWANCES & EXPENSES CLAIM AMOUNTS Activity 1. Registered carer (child care, dependent relatives) 2. Unregistered carer (child care, dependent relatives) 3. Travel Permitted amount to be claimed Actual and reasonable costs Minimum wage per hour ( 6.50 from October 2014) Mileage 45 per mile (car/van) 24p per mile (motorcycle) 20p per mile (cycle) Parking, road toll and tunnel charges Actual costs 4. Overnight accommodation Actual and reasonable costs, together with breakfast and evening meal (as appropriate) 5. Meal allowances Breakfast Actual and reasonable costs Lunch Dinner Snacks 6. Loss of Earnings Actual costs 7. Miscellaneous costs Telephone charges, Actual costs photocopying, , fax, postage Printer cartridges Actual cost
6 Board/Committee Member: Expenses Claim Form Appendix 2 Full Name Address.... Post Code... Daytime phone number.. Meetings/Activities/Events Date & Venue.. EXPENSES CLAIMED: please attach receipts for all expenses claimed TRAVEL Mileage Total number of miles claimed 45 per mile (car/van) 24p per mile (motorcycle) 20p per mile (cycle) Please give a breakdown on your mileage claim: Other travel (eg bus/tube/ taxi/ train/parking) CARE EXPENSES Child Care Expenses Carer Expenses Please state: Hours from to. Or 24 hours/overnight (delete as appropriate) Hours from... to. Or 24 hours/overnight (delete as appropriate) Is this your registered child carer? Yes No Is this your registered dependent carer? Yes No (if yes please submit invoice. If no, please attach a petty cash slip signed by your unregistered carer). MEAL ALLOWANCES Please state:
7 OTHER EXPENSES Please state any other expenses that you have incurred, such as telephone calls, stationery, photocopying, printer cartridges or any other miscellaneous costs. Expenses Sub Total Claim (travel + care expenses + meal allowances + other expenses) LOSS OF EARNINGS (Unpaid leave only) Per hour For office use only: after processing expenses claim through Accounts Payable, please forward to Payroll Department for processing loss of earnings claim. Loss of Earnings Sub Total Claim TOTAL CLAIM (expenses sub total claim + loss of earnings sub total claim) I certify that the above expenses have been incurred wholly and necessarily in performing my duties and are claimed in accordance with the Board and Committee Member Expenses Policy. If claiming business mileage in a privately owned vehicle, I confirm that I have a valid driving licence and that the vehicle is insured for business use, is roadworthy and has a valid MOT certificate. Signature of board/committee member.... Date.. Signature of Company Secretary.... Date..
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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
STEP 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