Introduction

This policy sets out the rules and procedures for claiming expenses incurred by volunteers and members of our group.

1. Purpose

1.1 The purpose of this policy is to ensure that all expenses incurred by volunteers and members are legitimate and reasonable.

1.2 This policy is intended to provide guidance to all volunteers and members on how to claim expenses, and to all leaders and executive committee members on how to approve and process expense claims.

2. Scope

2.1 This policy applies to all volunteers and members of our group, including leaders, helpers, and parents.

2.2 This policy applies to all expenses incurred by volunteers and members in connection with their involvement in our group, including travel, subsistence, and other costs.

2.3 This policy applies to expenses which are paid to a third party on behalf of our group, including equipment, materials, and services, campsite (or other venue) fees, and other costs.

3. Claiming Expenses

3.1. The following expenses may be claimed by volunteers and members:

• 3.1.1. Travel expenses, including public transport, car mileage, and parking;
• 3.1.2. The cost of purchasing and maintaining equipment, materials, and services;
• 3.1.3. Subsistence expenses, including meals and accommodation where pre-approved;
• 3.1.4. Other costs which are necessary for the operation of our group, including campsite (or other venue) fees, and other costs.
• 3.1.5. Any other reasonable expenses which are necessary for the operation of our group or the delivery of our activities.

3.2. All expenses above £300 in value must be pre-approved by the Group Trustee Board.

3.3. The presumption is that all expenses submitted by a leader will be approved on production of receipts, unless there is a good reason not to do so.

3.4. All expenses must be reviewed by two members of the Group Trustee Board before payment is authorised.

3.5. All group bank accounts must be mandated in such a manner that no single individual can unilaterally authorise payments.

3.6. All expenses must be submitted on the group's standard expenses claim form, which is available at 17thnewcastle.org.uk/expenses.

3.7. All expenses must be submitted within 30 days of being incurred. Expenses submitted after this time must be approved by the Group Trustee Board.

3.8. Expenses are reimbursed via BACS transfer to the claimant's bank account.

3.9. Mileage claims shall be reimbursed at the rate of 45p per mile, in line with HMRC guidelines.

3.10. Mileage claims shall only be reimbursed through prior agreement, unless transporting group equipment in which case mileage shall always be reimbursed upon request.

3.11. Parents and leaders transporting group equipment have a duty to ensure that their vehicle insurance covers the transportation of group equipment.

4. Approval and Payment

4.1. The Group Trustee Board must review expenses incurred by leaders and executive committee members within 30 days of submission.

4.2. If a claim has not been approved within 30 days, the claimant must be informed of the reason. If the group has unreasonable delays in processing expenses, the claimant shall be paid interest at the rate of 8% per annum on the amount owed.

4.3. The Group Trustee Board must ensure that all expenses are legitimate and reasonable before authorising payment.

4.4. The Group Trustee Board must ensure that all expenses are properly recorded and accounted for in the group's financial records.

4.5. All refunds are issued directly via GoCardless. No refund shall be issued outside of GoCardless without the written approval from the Group Lead Volunteer.

5. Authorised Signatories

5.1. Per national policy, no single individual is unilaterally authorised to make payments from the group's accounts.

5.2. Repeating or subscription payments do not require authorisation on a repeating basis, however do require authorisation by two parties to create.

5.3. The following post-holders are authorised to:

• set up, amend or cancel Direct-Debit mandates
• approve or raise BACS/CHQEQUE/online payments
• issue refunds

5.4. Each post-holder has the right to veto the payment of any expense, with a reasonable justification provided in writing.

5.5. In the event of a disagreement in expense claim authorisation, this must be raised with the Group Lead Volunteer. In the case the disagreement involves the GLV, this shall be raised to the District Lead Volunteer.

5.5.1. The 17th Newcastle Scout Group has adult members who are also part of the District Leadership Team. If the District Lead Volunteer is involved in the initial decision to refuse or reject an expense, the matter shall be decided by the County Lead Volunteer.

5.6 Whenever one of the above changes, this policy must be updated, re-dated and re-issued by the Trustee Board.