Document History:
First Published 09/2016

Policy Review Date:
April 2017

Live on website ver-1k
This document explains how Edlumino re-imburses for expenses within the organisation. It applies to all staff and volunteers.

Any queries about this policy should be sent to the document editor identified in 1.1 via contactus@edlumino.org

This document should be interpreted in line with the standard policy context and definitions. The editor of this document is Rory Fox
2     Conditions for making an expenses claim

Expenses claims can only be made for expenses which are:

absolutely unavoidable in order to deliver an agreed service

authorised in advance by a line manager

reasonable, and incurred using the most cost-efficient way.

Travel expenses will be reimbursed as follows:

by vehicle: up to a maximum of two hundred miles on any single day, and (with receipts) any parking costs, congestion charges (etc). Fines for offences cannot be included. Where more than 1 person making the same journey is claiming expenses, unless the separate claims are unavoidable then 1 single set of expenses will be shared equally between those making the separate claims. Claim rates (UK) are:

Car                 45p per mile (Up to 10,000) 24p per mile (Over 10,000)
Motorbike    24p per mile  (Up to 10,000) 24p per mile (Over 10,000)
by public transport on tickets purchased as far in advance as possible in order to utilise any offers or reductions. Expenses for discount cards cannot be included as they are a taxable benefit in kind. Tickets purchased at higher rates will only be considered if there is accompanying evidence of the ‘emergency’ which prevented tickets being purchased earlier at reduced cost. Otherwise the lower rate which could have been incurred will be reimbursed.

by Taxi: only when it is unreasonable to use any other form of transport. Please confirm with a line manager before committing to a taxi cost.

Subsistence should be shared when working away in a team base and so costs will be reimbursed at up to half the individual rate.
Individual subsistence expenses are:
2.3.1                    Breakfast when staying overnight away from home, up to a maximum of £5
2.3.2                    Lunch, when working 5 or more hours away from an Edlumino site, up to a maximum of £7
2.3.3                    Dinner, when staying away from home, up to a maximum of £10

The following cannot be included as a subsistence expense: alcohol.

Overnight accommodation must be agreed in advance with a line manager. Expenses will be reimbursed individually as follows:

2.5.1                    Within the M25 (Uk) up to a maximum of £90
2.5.2                    Outside the M25 (Uk) up to a maximum of £60
2.5.3                    France, up to a maximum of £40.

Where a team is based away, and so able to work from a common team base, costs will be reimbursed at a maximum of up to £20 per person per night. The costs will be reimbursed to the individual undertaking the actual expense of the team base.

Expenses relating to disability, especially in the case of volunteers, will be considered when prior written agreement to the nature of the expense has been given by the head of finance.

Other expenses or necessary variations will only be considered in exceptional circumstances when prior written agreement has been given by the head of finance.
3     How to make an expenses claim

Only claims supported with itemised receipts can be reimbursed. Where payment is made online, or in a way that does not generate a receipt, then other proof of incurred expense can be considered.

Claims should be made monthly using the  Claims Form procedure (Form F3) . Claims for expenses incurred more than 3 months prior to submitting a claim will not be eligible for reimbursement.

Reciepts for claims should be electronically attached to the form and sent to line manager. Original reciepts should be sent to the Registered address.
4     The limitations of expenses

Expense payments are not a contractual form of payment and should not ever be depended upon as a form of income.

In order to manage general finances, expense rates may need to be varied at short notice and individuals may be required to cease incurring expenses at short notice.
5     Conclusion

This Policy has been Impact Assessed for Environment and Equality considerations. Policy review follows the Review cycle.
Impact Assessment  : Edlumino Expenses Policy
Equality Impact Assessment : Race & Ethnicity, Gender, Age, Religion, Disability, Sexuality, Maternity, Gender Reassignment, Marriage & Civil Partnership, Deprivation

Concerns arising after control measures added : NONE

Further Action : NONE
Environmental Impact Assessment : Waste & Recycling, Pollution of water, land, air, noise, light or odour. Flooding, Energy or materials use.

Concerns arising after control measures added : NONE

Further Action : NONE

See Also :  General assessments and general control measures within the Meta Policy

Assessment carried out by : RF March 2016

Appendix  : Definitions of words used in Policies and Procedures
In general, English words are assumed to have the meaning and reference contained within the Oxford English Dictionary. Specialist terminology relating to Education is taken as having the meaning given to it in the appropriate English parliamentary legislation or English Government documents (especially those from the Department for Education).

Within the organisation we give our own additional definitions as follows:

‘associate volunteers’: are individuals who volunteer and work alongside organisational staff, but are not formally enrolled within the organisation. These individuals may belong to other charities (such as Save the Children, etc), in which case they are ‘corporate associate volunteers,’ or they may be self sponsoring and working on their own behalf, in which case they are ‘sole associate volunteers.”’
‘directors’: are the trustees.

‘Editor’: the member of staff who is deemed to ‘own’ a document and is responsible for ensuring that it is published, reviewed, amended and kept accurate and up to date

‘member’:  the individuals in charity law responsible for appointing the trustees. In Edlumino Education Aid the trustees are the members, and they are a self-regulating body.

‘Organisation’:    The organisation is Edlumino Educational Aid

‘school’: refers to any place where learning is delivered by a member of staff to pupils, as a corporate act of the organisation. This could be a school, an academy or some other formal or informal setting.

‘staff’:  refers principally to employed members of the organisation. However the word ‘staff’ is used in organisational documents as a simple way of referring to all who work on behalf of the organisation, so it includes ‘trustees’, ‘members’, ‘volunteers,’ ‘visitors,’ etc.

‘student’: there is a customary distinction between ‘pupils’ who are learners up to the age of 16 and ‘students’ who are post 16 learners. We use the word ‘student’ to refer to all learners, regardless of age.

‘Studium’: is an Edlumino centre where education, or emergency education is provided. This term is used for centres where words such as ‘school’ or
‘education’ could be misconstrued or mistakenly viewed as having political connotations.

‘Supporter’: this is a person who undertakes to fund raise or carry out other activities which support the organisation. Supporters are not formally part of the organisation and have no formal rights or responsibilities within the organisation.

‘teacher’: a member of staff responsible for ensuring that students learn. This could include those who are formally qualified as teachers, those who are experienced as teachers, or it could include individuals who are delivering aspects of a role which could otherwise be done by teachers.

‘trustees’: those appointed by trustee vote to the body of trustees responsible for the organisation

‘volunteer’:  an individual who donates time to work for the organisation. Individuals only become ‘volunteers’ from the point that they complete their induction and are enrolled as a volunteer. Volunteers have no contractual rights as there is no contract between the organisation and a volunteer.

‘visitor’: an individual who is visiting an organisational site or activity, potentially doing so in order to make a decision about whether to ask to become a volunteer.