Expenses Policy
Introduction
No member of the executive committee, leaders or helpers should be out of pocket when assisting with group activities. There are five main areas to consider:
- General expenses for consumable items
- Equipment & Services
- Regular Group Expenses
- Camps and Organised Trips or Events
- Reimbursement of travel expenses
General expenses
Each section Leader has a standing authority to purchase items of small value for the weekly activities they intend to run during a term. The Executive Committee have agreed that each section can spend up to £60 a term without obtaining additional approval. This budget is the responsibility of the Section Leader who, at the end of each term should submit an expenses claim form together with VAT receipts. This should be sent to the Group Treasurer. This fund should not be used to purchase equipment or fund trips, camps, etc.
Occasionally, it is likely that other members of the committee may need to spend small sums of money on items such as postage, etc. Providing the total expense is less than £10 no prior approval is required from the Executive Committee, but an expenses form must be completed and submitted at the next Executive Committee meeting for approval and payment.
Each section will need to order badges for their members on a regular basis; this does not need specific approval from the Executive Committee.
Equipment & Services
Larger expenditure, for example for the purchase of equipment, clothes or services must be approved by the Executive Committee prior to the expenditure. Under normal circumstances agreement should be made at an Executive Committee meeting and recorded in the minutes. In exceptional circumstances, approval can be obtained via email with agreement from the Chairman, Treasurer and Group Scout Leader.
Regular Group Expenses
The Treasurer has the authority to raise cheques for the payment of the following items without having to request approval at a Executive Committee meeting:
- Venue Hire for regular meetings of each section
- Equipment Storage costs
- Annual Insurance Renewals
- Annual poppy wreath purchase
- Payment of any Badge account invoices
- Capitation fees
NB: All cheques require two signatures.
Camps and Organised Trips / Events
Any scheduled event such as camps, parties, educational speakers, trips out, etc, should be managed by a nominated organiser who must document the estimated income and expenditure, presenting this to the Executive Committee for consideration and agreement. Any cash floats required should also be documented and recorded in the minutes of the meeting. All expenses should be claimed via an expense form. Items for direct payment should be invoiced to the Group and sent to the Treasurer for payment.
Reimbursement of travel expenses
Any travel expense must be agreed in advance by the Executive Committee. Costs incurred relating to travel to and from specially organised camps or training courses can be recovered by any Leader, Committee Member or helper, so long as the journey is required as part of the organisation of the event, e.g. supplying equipment or acting as a adult helper. The policy will only cover the cost of fuel for private vehicles or in the case of public transport, tickets . No payments will be made in advance, and where applicable, all receipts must be submitted via the expenses claim form.
When using your own vehicle it is your responsibility to ensure the vehicle is roadworthy, legal and covered by insurance.
The current rate for fuel is 30p per mile.
