Policies/Expenses

This applies to Board Members and Volunteers.

General Principles

1. The Company will reimburse reasonable travel and subsistence costs arising from Board members and approved volunteers travelling on approved UKNOF business. UKNOF can only reimburse expenditure incurred on its behalf and not as any form of compensation for voluntary services provided.

2. You are requested to exercise judgement, bearing in mind both economy and practicability when incurring approved expenditure on behalf of UKNOF.

3. There is no subsistence rate and expenses will be reimbursed on an actual cost basis. When completing a claim all original receipts must be submitted where possible. If the original is not available, then an explanation is required, regardless of whether a duplicate receipt or no receipt is submitted.

4. If partners and/or friends are travelling with you on UKNOF business, UKNOF will not meet any additional costs for such companions.

5. All expenses need to be approved in advance of incurring the expense, by a minimum of two Company directors. The exact amount of expenditure is not required at the pre-approval stage, but a reasonable estimate should be provided when making the request.

Admissible Items

Rail Travel

6. Travel should normally be in Standard Class, except:

i. where it is cheaper to travel First Class,

ii. where you are able to demonstrate a need to travel in First Class, or,

iii. where you are travelling with a colleague or business partner who is entitled to travel First Class, or,

iv. lone travellers on sleeper trains may travel First Class, so that they may have exclusive use of a sleeper berth and not have to share with a stranger.

With the exception of 6.i and 6.iv, all First Class travel needs to be approved in advance by the Board.

7. Where possible, tickets should be booked in advance if this provides the cheapest fare.

Car Travel

8. Only use personal vehicles where:

i. there is a need for flexibility,

ii. it is option to avoid an overnight stay,

iii. there are poor options for public transport,

iv. it is the interests of your personal safety, or,

v. you need to transport numerous, heavy or cumbersome items.

9. The rates applicable are 45p per mile for the first 10,000 miles per tax year, and 25p per mile thereafter.

10. Parking charges, tolls and congestion charges will be reimbursed on production of receipts.

11. Punishments such as fines and penalty charges are not reimbursable and remain the responsibility of the driver.

12. Rental cars should be avoided where possible.

Air Travel

13. All air travel should normally be booked in Economy Class unless:

i. it is cheaper at the time of booking to travel in a higher class of service,

ii. you can demonstrate a need to travel in a higher class of service,

iii. you are travelling with a business partner or colleague who is entitled to travel in a higher class of service.

With the exception of 13.i all travel in a higher class of service needs to be approved in advance by the Board, unless the claimant has upgraded the class of travel at their own expense, or using upgrade schemes such as reward certificates or frequent flyer miles.

14. Travel to and from the airport should be made by the most appropriate and reasonable means, normally public transport.

15. Where flights are cancelled or last minute changes made which incur additional charges, these are normally reimbursable, subject to the claimant providing an explanation. Acceptable reasons include illness, failure of the transport provider(s), and postponement or cancellation of the reason for travelling.

Hotels

16. Hotel stays may be submitted as expenses in the following circumstances:

i. where the travel time is greater than 2 hours from the person's home,

ii. where it is not possible to reach the meeting in time without an overnight stay,

iii. where a volunteer has agreed to help with meeting logistics and requires early morning (earlier than 8am) access to the meeting venue.

17. Hotel stays will only be reimbursed for a reasonable number of nights, e.g. two nights for a one day meeting.

18. The maximum reimbursable amount per night for Bed & Breakfast will be £200 in London, and £125 elsewhere in the UK.

Subsistence

19. There is no daily subsistence allowance (aka “a per diem”). Instead, reasonable receipted expenses will be reimbursed.

Hospitality

20. Expenses incurred in the process of offering hospitality cannot be reimbursed under this policy.

Making an Expense Claim

21. Claims should normally be submitted for reimbursement within 30 calendar days of the event to which they apply.