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.
This Policy has been Impact Assessed for Environment and Equality considerations. Policy review follows the Review cycle.