Invoice #91539 to Caporales Centralistas San Miguel (London)

 

1. Introduction

1.1 Caporales Centralistas San Miguel London (CC SM London) (the Association) is a un unincorporated association run for the following purpose: Teach practice and perform the Bolivian Caporales dance form in the UK and around the world, including members from all backgrounds and heritages.

1.2 The Association is based at: 59 Jade Close,  London, E16 3TZ

1.3 This Expenses Policy has been written and adopted in order to set how members of the Association can expect to be reimbursed for reasonable and authorised expenses incurred while supporting or carrying out the official activities of CC SM London.

2. Expectations

All members of CC SM London are expected to;

Keep costs and expenses to a minimum by searching for best value when paying for goods or services on behalf of CC SM London
2.1 Behave modestly, responsibly and within the guidelines of this policy
2.2 Keep all receipts and provide VAT receipts and invoices in line with HMRC requirements.

Coordinators of CC SM London are expected to;
2.3 Approve reasonable and authorised claims promptly.
2.4 Deny claims which do not comply with this policy.

3. Authorisation of Expenses

3.1 For certain events, activities and performances, especially those where CC SM London is invited to perform by an external organiser, there will often be a budget agreed in advance of the event between CC SM London and the other party to cover our costs incurred in participating. This generally primarily covers transport costs but may also extend to other items such as refreshments, props or other incidentals. In such cases the budget amount will be made known by the Coordinating Team in advance of the event. Expenses covered in each case will be detailed in internal communications about the event.
3.2 For events and activities organised by CC SM London, participants will be informed in advance as to which type of costs and expenses incurred in the course of preparing, delivering or attending the event can be reclaimed. This will typically include venue hire, DJ and sound equipment, food and drink (including alcoholic drinks) bought and sold to raise funds for CC SM London, decorative items and props.

4. Types of Expenses

 

4.1Travel Expenses: The following travel-related expenses can be claimed (with prior authorisation);
 

4.1a Air, rail and road travel; Where indicated in the details of an event, travel costs, particularly for international events, may be reclaimed either in full or in part. The most economical mode of transport should be chosen in all cases unless there is a critical time constraint that forces the use of a more expensive method of transport or choice of carrier. All bookings should be made in economy/standard class (unless booking sufficiently in advance that the price for higher classes is comparable and reasonable). Where possible, travel arrangements should be made at least 2-3 weeks in advance and taking advantage of any group booking discount. 

4.1b Mileage: When a CC SM London member’s personal vehicle is used for group activities (transporting group members and or costumes/bulky items) to or between event locations, the cost of fuel used for those trips can be reclaimed.
4.1c Uber/Taxi: Private Hire Vehicle costs for transporting groups of members and/or large bulky items to, between and home from event locations can be reclaimed.
4.1d Accommodation: Where indicated in the details of an event listing, accommodation costs, particularly for international events, may be reclaimed either in full or in part. Accommodation should be reasonably close to the location of the event in question while also representing good value for money. Accommodation should be booked in a way so as to situate as many members participating in the given event together as possible. Cancellation fees incurred due to individuals being unable to attend the event must be borne by the individual(s) concerned. 

4.2 Event Expenses: The following event and project-related expenses can be claimed (with prior authorisation);

4.2a Venue Hire: For events organised by CC SM London the cost of venue hire can be reclaimed in full. Any fee for cancellation owing to the cancellation or postponement of the event by CC SM London as a whole will be payable by CC SM London. Any fee for cancellation of a venue booking owing to neglect by an individual will be payable by that individual and cannot be reclaimed. Venues hired must be of suitable size for the scope of event planned and include required amenities in accordance with the type of event, such as kitchen, changing room(s), sufficient toilets etc.

4.2b DJ and Entertainment: For events organised by CC SM London the cost of DJ and sound system hire can be reclaimed in full. Any fee for cancellation owing to the cancellation or postponement of the event by CC SM London as a whole will be payable by CC SM London. Any fee for cancellation of DJ and or sound system hire owing to neglect by an individual will be payable by that individual and cannot be reclaimed.

4.2c Props, Staging and Decoration: For events organised by CC SM London the cost of props, staging equipment and or decoration purchase or hire can be reclaimed in full. Any fee for cancellation owing to the cancellation or postponement of the event by CC SM London as a whole will be payable by CC SM London. Any fee for cancellation of props, staging equipment and or decoration hire or purchase owing to neglect by an individual will be payable by that individual and cannot be reclaimed.

4.2d Vehicle Hire: When a vehicle is hired for group transport and/or to serve as a float during a parade, the full hire cost can be reclaimed

4.2e Studio Hire: For special projects organised by CC SM London where the project budget includes rehearsal studio hire, the cost of studio hire can be reclaimed in full. Any fee for cancellation owing to the cancellation or postponement of the hire by CC SM London as a group will be payable by CC SM London. Any fee for cancellation of a venue booking owing to neglect by an individual will be payable by that individual and cannot be reclaimed. Studios hired must be of suitable size for the scope of participation in the rehearsal.

4.2f Costume Items and Apparel: Official Caporales San Miguel costumes and apparel items (jackets/practice uniform etc) are generally the responsibility of the individual members since they are a pre-requisite of active membership in the organisation. From time to time the Coordinating Team may be able to authorise the purchase of costume or apparel items on behalf of the group from funds held in the expense account up to a limit agreed at meeting. Costs for purchase and delivery of such items can then be reclaimed under this policy.

4.2g Teaching and Training: Project-specific training expenses, such as time costs for choreography, acting and other skills, can be reclaimed under this policy. 

4.2h Other event or project-related expenses: Where a project or event is being delivered with funding obtained from a grant specific to that project or event, the costs and expenses detailed in the grant application and approval can be reclaimed, any differences between the cost as estimated at the grant approval stage and the final amount are dependant on approval by a Coordinator.

4.3 Running Costs: The following ongoing costs can be claimed (with prior authorisation);

4.3a Publicity and communication costs: Annual subscriptions to platforms such as zoom, canva pro or similar for the purposes of publicising the Association and its activities, and one-off campaigns, may also be reclaimed.
4.3b Public Liability Insurance: Annual subscriptions to appropriate public liability insurance cover for the Association.