Shenley Village Cricket Club

Shenley Cricket Club- EXPENSES POLICY

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 not limited 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]