Trustee Expenses Policy
Trustees should not be out of pocket when acting on behalf of the Charity. Expenses incurred by a Trustee should be claimed through the Expense Claim Form and supported by receipts, wherever possible and sent to the Treasurer for reimbursement.
Travel
Where travel is made by public transport, receipts or ticket as available must be attached. Train or flights used must be in standard/ economy class.
Where own car is used, the reimbursement will be at £0.45 per mile plus parking costs.
Food
Reasonable actual cost can be claimed with production of bills.
For dinners along with the Charity guests an upper limit of £40 per person can be allowed. However, in exceptional circumstances, a higher amount can be claimed and will be subject to the approval by 2 other Trustees, including either the Chair or Treasurer.
Overnight Stay
Where it is necessary for any overnight stay, actual costs, subject to submission of receipts and bills. Since prices vary significantly depending on location and availability, it is difficult to specify the upper limit of cost per night. However, Trustees should strive to use reasonably priced accommodation of a reasonable standard, eg Premier Inn.
Wherever possible, Trustees’ expenses will be charged to an activity, eg. a conference so that the true cost of the activity can be seen.
30th May 2024