This policy intends to clarify what expenses staff (which means volunteers, staff and trustees) can claim for from Exchange2.
What we pay
Travel to and from the place of volunteering, work and community participation
Travel in the course of volunteering, work and community participation
Attendance at training events, conferences and courses
Cost of equipment and protective clothing
What we can’t pay
What we expect of staff
Receipts: it is vital that staff return receipts or fill out their mileage claim available from the Treasurer with all purchases. This is needed due to our accountability to the Charity Commission, Inland Revenue and to our funders. Payment will not be made without receipts.
The Treasurer will reimburse the following:
Car use @ the rate currently in use by Norfolk County Council
Cycle use @ the rate currently in use by Norfolk County Council
Taxi use subject to prior approval
Rail use (cheapest available rate)
Long distance travel by the cheapest possible method
We ask staff to make every effort to get close relatives / partners / friends to cover their childcare needs at no cost. It is only last resort that staff should ask childminders to work.
We will cover costs from the time a person leaves their house to the time they return (excluding school hours if the child attends school).
Staff are entitled to claim childminding / care costs, at the minimum wage, per hour. This covers childcare when people are volunteering in projects and when they are attending training events, courses and conferences.
Each claim for childcare will be taken on the individual circumstances and requirements based on the issues that normal circumstances will be covered and that every effort will be made to keep the child / children in their normal circumstances.
Attendance at training events, courses and conferences
Staff will seek authorisation for attendance at training events, courses and conferences with their relevant manager. Managers will book the individual on the event and then will need to contact the Treasurer so that they know and can ensure they have the relevant expenses linked to the policy.
See Travel section.
Equipment / protective and damaged clothing
Exchange2 will cover the costs of equipment / protective and damaged clothing. Damaged clothing must be subject to negotiation.
Approved 28 July 2014
To be reviewed 28 July 2016