Staff Expenses Policy

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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 Trust's (TKAT) rules on how employees, LGB members and Trustees can claim for expenses incurred in the performance of their duties for the Trust. The policy covers travel, subsistence (excluding alcohol) and accommodation. 1.2 The purpose of this policy is to ensure that employees are properly reimbursed for legitimate business expenses and to ensure that these expenses are treated appropriately for tax purposes. 2.0 General Procedure 2.1 TKAT will reimburse you for actual expenditure that is incurred wholly, necessarily and exclusively in connection with authorised duties that you undertake in the course of your employment. 2.2 To claim for expenses, you must use an appropriate expenses claim form. You should set out the reasons why the expense was incurred on the claim form. 2.3 Expenses will not (except in exceptional circumstances) be paid unless supporting evidence is provided, together with a completed expenses claim form. This should include original receipts or invoices with the date and time of the transaction (unless you are claiming for mileage). When claiming for travel expenses on public transport, you should enclose the tickets showing the departure point and destination of your journey, where possible. Credit and debit card statements will not normally be accepted. Where you are submitting a VAT receipt, you should set out: the name and VAT registration number of the retailer or service provider; the goods and services provided; and the amount of VAT payable. 2.4 Once completed and signed, you should submit your expenses claim form to your line manager. Once your line manager has approved the claim form, this should be sent to your Finance Department. 2.5 Expense claims must be submitted within 30 days of the expense being incurred. If this is not practical, written approval for any extension will be required from your line manager. TKAT reserve the right to withhold any payment where written approval has not been sought and until such approval is granted. 2.6 An expense claim form may be returned to you without payment if it is completed incorrectly or lacks supporting evidence to enable you to complete properly. 2.7 TKAT will pay claims for authorised expenses via payroll reimbursement. 2.8 In general, you should not incur expenses other than in the categories listed below. However, if you have claims for expenditure other than for those categories listed below, you should seek written approval from your line manager or the TKAT Finance Director before incurring the expense. 2.9 TKAT will accept emails as written approval where it is required in this policy. 2.10 Any queries in relation to this policy should be directed to the TKAT Finance Director or Group Accountant.

3.0 Travel & Subsistence 3.1 Travel 3.1.1 Employees and line managers should consider whether or not travel is necessary to meet business objectives or if there are more appropriate means (for example, teleconferencing or videoconferencing). 3.2 Air 3.2.1. Any flight must be pre authorised by your line manager in writing before being booked. Where possible, flights should be booked well in advance to benefit from any discounts for early booking. 3.2.2 Personal incentives or rewards associated with specific air travel, such as air miles, should not be a factor in determining which flight is purchased for TKAT business. The key consideration is whether or not the flight is the most cost effective for TKAT, unless there is a valid business reason for taking an alternative flight. 3.2.3 You will usually only be permitted to travel in economy class. Where you are required to travel on a longhaul flight (longer than six hours), you may be permitted to travel in premium economy or business class once approval from your line manager has been granted. 3.3 Rail 3.3.1 You may claim for standard class rail fares only. Where possible, rail journeys should be booked well in advance to benefit from any discounts for early booking. 3.3.2 You should, where possible, use any rail cards or season tickets that have already been paid for as part of your normal commute to the office towards any journey taken on TKAT business, where this is more economical. 3.4 Taxis 3.4.1 You may claim for a taxi fare only in limited circumstances. These are: where taking a taxi would result in a significantly shorter travel time than using public transport; where there are several employees travelling together; or where personal security and safety of employees is an issue; where pre agreed by a line manager in the case of pregnancy, disability or sickness. 3.4.2 You must obtain a receipt with details of the date, place of departure and destination of the journey. 3.5 Use of your own car 3.5.1 It may be appropriate and cost effective to use your own car when travelling on TKAT business, for example if you are travelling with several employees or, where there is limited public transport to your destination, or the journey time is significantly shorter than using public transport. Any use of your own car on company business is subject to you: holding a full UK driving licence; ensuring that your car is roadworthy and fully registered; and holding comprehensive motor insurance that provides for business use

having business insurance upgrade on your car 3.5.2 Prior authorisation should be sought from your line manager before using your own car on TKAT business. 3.5.3 To claim for petrol expenditure, you should set out the distance of the journey undertaken on your expense claim form. TKAT will pay you a mileage allowance of 45p per mile for mileage under 10,000 business miles per annum and 20p per mile for mileage over 10,000 business miles per annum, or such other rate as set out from time to time by HM Revenue and Customs. 3.5.4 TKAT will pay for tolls, congestion charges and parking costs incurred where applicable, but will not reimburse you for parking fines. 3.5.5 No transport expenses will be reimbursed for any staff social events held by TKAT or its employees unless staff are obliged or directed to attend as part of their working duties. 4.0 Meals & Accommodation 4.1 Accommodation will only be permitted if travel time is typically longer than 90 minutes each way. You will be expected to seek best value for money on any accommodation rates. TKAT maintains a corporate account with Premier Inn for frequent users who should apply to the TKAT Group Accountant to obtain a corporate card. No room only rates above 115 per night will be authorised. Accommodation should be booked with the use of the TKAT/Academy credit card with the exception of short notice bookings which may be reimbursed via a staff expenses claim. 4.2 It is your responsibility to ensure that any hotel reservations are cancelled within the required cancellation period if they are no longer required. 4.3 If you are required to be away from home and normal place of work on TKAT business, you may claim for the following subsistence where incurred up to: 10 for breakfast (if this is not included in the hotel room rate); 20 for an evening meal; Under no circumstances will alcohol be reimbursed. 4.4 You should supply receipts and invoices for all hotel and meal expenses. 5.0 Overseas Expenses 5.1 The meal and hotel allowances set out above also apply when travelling overseas on TKAT business. 5.2 You should provide the applicable currency exchange rate for the date on which the expense was incurred. TKAT will verify the exchange rate submitted as part of any overseas expenses claim. 5.3 TKAT will reimburse you for any travel visas required for business travel. It is your responsibility to ensure that you have a valid passport with a minimum of six months remaining prior to the expiry date. 5.4 TKAT will provide business travel insurance for any trips authorised by TKAT.

6.0 Expenses that will not be reimbursed 6.1 TKAT will not reimburse you for: the cost of any travel between your home and usual place of work; the cost of any travel undertaken for personal reasons; the cost of any travel for your partner or spouse; any fines or penalties incurred while on TKAT business for whatever reason, including penalties for not paying for a rail ticket in advance of boarding the train and penalties or fines associated with motoring offences, including speeding or parking fines, clamping or vehicle recovery charges; any expenses incurred for personal benefit or to improperly influence or reward a business contact; or cash advances or withdrawals from an ATM machine; the cost of any alcohol consumed whilst claiming subsistence reimbursement. 7.0 Staff entertaining (including Christmas) 7.1 Lunch, dinner or hospitality for the benefit of staff, LGBs and Trustees will ordinarily be an expense of the individual(s). 8.0 Governor Expenses 8.1 As per the School Governance Regulations 2013, school governors provide a voluntary service and cannot be paid for their role as a governor. They can however receive out of pocket expenses as a result of fulfilling their role as governor. The regulations give governing bodies the discretion to pay allowances from the school s annual budget allocation to governors for certain allowances which they incur in carrying out their duties. TKAT believes that paying governor allowances, in specific categories as set out below, is important in ensuring equality of opportunity for all members of the community to serve as governors, and so it is an appropriate use of school funds. The specific items allowable reflect this objective. Reasonable cost of childcare, babysitting, or care arrangements for an elderly or dependent relative (excluding payments to a current/former spouse or partner). The cost of travel from home relating only to travel to meetings/training courses/briefings at the current teachers rate. Attendance at more than six training courses per year must be agreed by the link governor or the chair and must relate to the governor s role on the governing body. Where it is not possible to use the school s resources, telephone charges, photocopying, stationery, postage etc. These items must be itemised. Reasonable extra costs, itemised, that may be incurred in performing their duties either because they have special needs or because English is not their first language. Any other justifiable allowances but these must be agreed and then itemised with the chair or the headteacher in advance. 8.2 Any other claim for expenses incurred in carrying out their duties, as a governor or representative of the school, must be agreed by the chair or the headteacher, who must confirm that they are justified before any reimbursable costs are incurred. 8.3 Governors may not be paid attendance allowance; nor can they be reimbursed for loss of earnings.

8.4 Governors wishing to make claims under these arrangements, once prior approval has been sought, if required, should complete a claims form (obtainable from the clerk), attaching receipts where possible, and submit it to the school Business Manager termly. Claims will be subject to audit and may be investigated by the chair of governors (or the vice chair in respect of the chair of governors) if they appear excessive or inconsistent. 9.0 False Claims 9.1 If TKAT considers that any expenditure claimed was not legitimately incurred on behalf of the Company, it may request further details from you. TKAT will thoroughly investigate and check any expenses claim as it sees fit. It may withhold payment where insufficient supporting documents have been provided. Where payment has been made to you prior to the discovery that the claim was not legitimate or correct, it may deduct the value of that claim from your salary with notice and agreement as required. 9.2 Any abuse of TKAT s expenses policy will not be tolerated. This includes, but is not limited to: false expense claims; claims for expenses that were not legitimately incurred; claims for personal gain; claims for hospitality and/or gifts to induce a client, prospective convertor school (and its personnel) or other business contact to take improper action. 9.3 TKAT will consider disciplinary action where appropriate and, in certain circumstances, may treat a breach of this policy as gross misconduct, which may result in your summary dismissal. In addition, TKAT may, if appropriate, report the matter to the police for investigation and criminal prosecution.

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