North Staffs Users Group

working for better mental health services for the people of North Staffordshire

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Members' Expenses Policy

policy statement
travel expenses - public transport
travel expenses - private transport
subsistence expenses
care expenses
other expenses
policy duration

Policy Statement

This policy is written to include all members of North Staffordshire Users Group. This includes members, volunteers and trustees.

It is the policy of North Staffordshire Users Group that ideally none of the organisation’s members should be out of pocket as a result of their activities on behalf of the organisation.

All claimable out-of-pocket expenses will be reimbursed on the day of the activity, or if for any reason this is not possible, as near after as practical

In order to ensure accurate accounts are kept members are required to provide receipts (where practical) for their expenses claims

On signing for their expenses members are making a statement to the organisation that their expense claim is legitimate.

Travel Expenses - Public Transport

NSUG expect members to make use of public transport where it is available, unless its use results in considerable inconvenience, expense or if it is not a viable option due to disability.

Bus Fares

NSUG encourage and will assist members in the obtaining of free bus passes where there is entitlement. NSUG encourage the use of bus passes for those not entitled to free travel.

Bus fares will be paid on the day on production of the ticket.

For members who choose to purchase bus passes the daily proportion of the length of the pass will be paid for NSUG activities on each individual day during the duration of the pass (for instance with a 7 day pass 1/7 will be paid for volunteering activities for any day during the duration of the pass).

Bus passes and tickets should be shown to staff and details of the bus journey indicated.

NSUG Will only pay for a day pass where this is the cheapest fare available for the journey.

Rail Fares

Standard Class fares with prior authorisation of the Director

Taxi Fares

Taxi fares can be paid in exceptional circumstances, for example: disability; no other means of transportation, where the use of public transport results in considerable inconvenience. Prior authorization from the Director must be sought prior to incurring costs of a taxi and receipts must be obtained and provided.

Travel Expenses - Private Transport

NSUG encourages car sharing wherever possible. Where NSUG activities necessitate the use of the volunteer’s own vehicle and public transport is not a more appropriate and cheaper alternative, mileage will be paid at the current rate of 39p per mile.

Car park charges will be reimbursed for the duration of any NSUG activity on receipt of the parking ticket. This can be paid on the day but the member will need to retain the ticket and write on it (or attach to it) details of the person that paid the expense and the NSUG activity attended.

Subsistence Expenses

The costs of volunteer subsistence (food and soft drinks for volunteers while volunteering) will be paid when a volunteering activity encompasses 3 hours. In these circumstances a volunteer can claim actual subsistence costs not exceeding £3.50 on production of a receipt. Should money be required in order to purchase subsistence £3.50 can be given in advance when the volunteer will be expected to provide any change from this and a receipt.

Subsistence will be paid to members attending Core Training

Where a member’s event is organised by NSUG such as AGM, Thank You Event, food may be provided instead of the payment of subsistence

Care Expenses

Unfortunately NSUG is not currently able to contribute toward care costs. In order to seek to provide equality of opportunity any volunteer who has caring responsibilities and so would incur additional costs in volunteering is advised to inform NSUG.

NSUG will assist volunteers to find alternative means of funding care costs.

Where representing the organisation at events hosted by other agencies it is possible that the other organisation will pay care costs and NSUG will seek to ensure these are provided.

Other Expenses

Requests for any other out of pocket expenses incurred in regards to activities undertaken on behalf of NSUG should be made to the Director.

Where a member is engaged as an NSUG representative at another organisation, NSUG will ensure the other organisation meets the cost of the member’s expenses.

All expenses claims should be made on the day of the volunteering activity (or as soon after as possible if not practicable on the day) by completing a volunteer expenses form provided by NSUG staff

Any issues arising from the payment of expenses should be raised immediately with the Director. This does not prevent any member from making a formal complaint or following the grievance procedure of the organisation.

This policy was adopted in August 2007 by the Steering Committee. To be reviewed no later than July 2008