Expenses Policy

February 2008

1.	Purpose

1.1.	The purpose of this document is to :

outline the principles and rules that NAWRA have adopted in order to determine when it will reimburse expenses;

provide a comprehensive framework of allowable expenses;

specify the processes to be followed

2.	Who does it cover?

2.1.	The policy covers

members of the committee attending committee meetings;

members of the committee, and others, on official NAWRA business (e.g. attending consultation groups);

workshop facilitators at full NAWRA meetings;

other invited guests or speakers

2.2.	Except where specified the policy applies equally to those named in the paragraph above who will be referred to as ‘claimants’ from this point onward.

3.	Principles

3.1.	All expenses should ideally be met by the claimant’s employer as the employer will, in general, be a member of NAWRA and, therefore, supportive of its work.

3.2.	Where an employer will not meet such costs NAWRA will reimburse expenses that have been wholly, necessarily and exclusively incurred whilst engaged in authorised activity on its behalf.

3.3.	The responsibility lies with the claimant to seek authorisation prior to incurring any cost that is not explicitly allowable under this policy.

3.4.	Any activity that is claimed for should be carried out in such a way as to minimise the cost.

3.5.	No one is able to authorise their own expenses. Expenses should normally be authorised by the finance officer or the committee chairperson in their absence.

3.6.	Expenses claimed should relate directly to the cost incurred, except where an agreed allowance or maximum claim amount is agreed.

4.	General rules

4.1.	NAWRA expects expense claims to be made honestly and accurately. A false claim made by a committee member will result in their immediate expulsion.

4.2.	Claims should be made on the approved form and must be signed by the claimant.

4.3.	Receipts should be provided in all cases and should be attached to the claim form. If no receipt is available then a written explanation should be attached to the claim.

4.4.	Payments can be made by cheque or direct to the claimant’s bank account in accordance with the relevant policies of CPAG (the budget holder).

4.5.	Claims should ideally be submitted on a monthly basis and no later than by the end of the month following the month in which the expense was incurred. Any claim more than 6 months late, without good reason, may be refused.

5.	Travel costs

5.1.	If the claimant uses their own vehicle for NAWRA business they will be reimbursed the equivalent standard rail fare for their journey.

5.2.	If parking costs or other tolls are unavoidable these can be claimed in addition. The lowest cost option should be used.

5.3.	Speeding fines, parking fines and other similar charges will not be reimbursed.

NAWRA does not accept liability for damage caused to or loss of private vehicles or their contents whilst being used on NAWRA business; nor does it accept liability for claims by passengers or third parties.

When a reimbursable NAWRA journey starts from home (or ends at home) the amount claimable is the lower of the journey from home and the journey from the claimants normal place of work (e.g. a train from the claimants home costs £50 but f they had travelled from work the cost would have been £40. The appropriate claim is for £40).

Taxi fares will only be reimbursed if public transport is:

not available

more expensive

not suitable (an explanation explaining why should accompany the claim)

6.	Subsistence

6.1.	The cost of breakfast, up to the approved rate, will be reimbursed if:

the cost of breakfast is not included in the rate charged for overnight accommodation; or

if it is necessary for the claimant to be travelling on any NAWRA business before 7.00am which is not their normal home to work journey

6.2.	The cost of lunch, up to the approved rate, will be reimbursed if:

the claimant is on NAWRA business and not at their normal place of work; and

lunch is not otherwise available (example – as part of a training course).

The cost of dinner, up to the approved rate, will be reimbursed if:

the claimant is away from home on NAWRA business after 8pm other than when at their normal place of work

Alcohol cannot be claimed as part of a subsistence claim.

The current approved subsistence rates are attached as appendix A.

7.	Accommodation

7.1.	Justification of the need for accommodation should accompany any claim. This might include:

departure from home or arrival back at home would otherwise be at an unreasonable time i.e. before 6am or after 10pm

consecutive days attendance at a site which is not the claimants normal place of work and where extra daily travelling time would be excessive

where the cost of travelling exceeds the cost of accommodation

where the overall cost of having accommodation provided is less than any alternative which enables the claimant to properly fulfil their duties

where there is a demonstrable health and safety issue

7.2.	In all cases, the level of expenditure on accommodation must be reasonable. No costs in excess of the approved maximum rate will be met (see appendix A).

7.3.	If a claimant chooses to stay with a friend or relative, rather than in a hotel, then no additional costs will be met.

8.	Childcare and other dependent care

8.1.	Indirect costs such as childcare or other dependent care are not payable unless:

NAWRA requires the member to carry out an activity that directly gives rise to the cost; and

no lower cost/cost free alternative is available.

8.2.	Wherever reasonably possible the cost of childcare or other dependent care should be agreed beforehand with the finance officer.

A receipt needs to be provided by the carer for their fee.

Approved by NAWRA committee on 1st February 2008.

Appendix A

Approved subsistence rates – February 2008

Breakfast	£4.50

Lunch	£6.20

Dinner	/evening meal	£15.00

Maximum accommodation allowance

Outside London	£65.00

Within London	£85.00

These subsistence rates will be reviewed annually by the NAWRA committee and made available to members for scrutiny.