1. Purpose: The purpose of this expenses policy is to provide guidelines for
reimbursing club VOLUNTEERS/PLAYERS for legitimate VOLUNTEERING
expenses incurred on behalf of Shenley Village Cricket Club. This policy ensures
compliance with HMRC recommended rates and promotes transparency and
accountability in financial matters.
2. Expense Categories: Expenses eligible for reimbursement include but are notlimited to:
- Travel: Mileage for club-related travel, public transportation, and parking fees
inclusive of reimbursement of mileage tracker costs if applicable. This will
include adult players representing the club for AWAY GAMES ONLY.
- Accommodation: Overnight stays for club-related events or activities.
- Meals: Reasonable costs for meals incurred during club-related activities,
including entertaining guests and clients.
- Entertainment: Costs associated with hosting clients, members, or
stakeholders for club-related purposes.
3. HMRC Recommended Rates: All reimbursements will adhere to HMRC
recommended rates, which are subject to periodic updates. Current HMRC rates will
be referenced for mileage, subsistence, and accommodation expenses.
4. Submission of Expenses: All expense claims must be submitted using the club's
designated expense claim form. Claims must be accompanied by original receipts or
invoices, clearly detailing the nature and date of the expense. In mileage cases this
will be a paper-based form or digital printout from relevant mileage App.
5. Approval Process: Expense claims will be reviewed and approved by the club's
designated finance officer or treasurer. Claims exceeding specified limits or those
lacking adequate documentation may require additional approval from the club
committee.
6. Reimbursement: Approved expense claims will be reimbursed via direct bank
transfer or cheque, in accordance with the club's financial procedures.
Reimbursements will be processed promptly, typically within 14 days of receipt of the
expense claim.
7. Compliance and Reporting: Club members and employees are expected to
comply with this expenses policy and exercise prudence and discretion when
incurring expenses on behalf of the club. Any deviations from this policy must be
duly justified and documented.
8. Review and Updates: This expenses policy will be reviewed annually by the club
committee to ensure alignment with HMRC regulations and best practices. Updates
or revisions to the policy will be communicated to all relevant stakeholders.
9. Confidentiality: All financial information and documentation related to expense
claims will be treated with the utmost confidentiality and stored securely in
accordance with data protection regulations.
10. Acknowledgment: By submitting an expense claim, club members and
employees acknowledge their understanding and acceptance of this expenses policy
and agree to abide by its provisions.
11. Timescales: The club have decided that mileage claims can be backdated for a
MAXIMUM of 4 years. This must be evidenced by production of a completed mileage
expense form and itemisation of journeys taken i.e. Training, Match etc.
This expenses policy is effective immediately upon approval by the club committee.
[Signature of Club Chair/President] [Date]
[Signature of Finance Officer/Treasurer] [Date]