Lettsom TRA EXPENSES POLICY

Lettsom Tenants and Residents Association expenses policy

1 Introduction

This policy sets out the process for staff to claim reimbursement of subsistence and costs and travel by public transport, bicycle, taxi and motorised vehicle as a result of their duties within the Lettsom TRA remit and applies to claimsIt provides guidance to authorised signatories with regard to the approval of those expenses.
What are TRAs?
Tenants and Residents Associations (TRAs) are groups of residents who:
- volunteer to represent the views and interests of everyone living in their area
- work in partnership with us to help make their neighbourhood a better place to live
- give up some of their time to organise and attend committee meetings
- Some TRAs also organise social activities in their catchment area.
  
  A TRA committee consists of the following four key roles:
  Chair
- encourages discussions
- leads the meeting with the agenda ensuring everyone gets a chance to express their views and understands decisions
- Vice Chair
- heads up the meetings when the Chair can’t attend,
- steps in when needed
- Secretary
- helps prepare and distribute the agenda for meetings
- takes and circulates minutes
- Treasurer
- Looks after the TRA’s finances, including: -reporting the bank balance and recent transactions
- completing grant applications
- distributing copies of the financial report.
Everybody who lives in the area as a legal tenant or homeowner is a member of the TRA. Anybody can choose to stand for a more involved position, such as the committee roles or block representatives.

1.2 The chair and the secretary will agree expenses and will claim back from funds or reimburse the members that are within the TRA remit of activities.

.3

1.4 Expenses that can be claimed back via the TRA and are linked to the Lettsom TRA, is for travel, public transport, pre agreed taxis and for private hire such as coaches for a trip. Volunteers should not be financially disadvantaged by undertaking volunteering activities and activities pre agreed for the Lettsom TRA community

1.5 Expenses that can be reimbursed can be and this list is not exclusive, for food, for travel, public transport, pre agreed taxis and for private hire such as coaches for a trip, refreshments such as food and drink and external catering, pay for equipment and tools for the gardening group, equipment and tools for the cycling club, other expenses include paying for entertainment for Christmas activities and paying for vouchers/small gifts for Christmas.

1.6. Invoices and receipts should be submitted wherever possible when making purchases

Contribution to Lettsom TRA

Financial contribution to Lettsom TRA

Collective balance