Invoice #168082 to The Working Class Economists Group

 

This expenses policy is intended for all staff, volunteers, contractors and advisory group members. In this expenses policy, there will be all information regarding on types of expenses that can be claimed for, how individuals can claim for expenses and how these will be reimbursed.  

1.  When you submit expenses, The WCEG expects you to:
 a. Be honest, responsible, within the guidelines set by this policy and to minimise costs wherever possible.
 b. Submit expenses within 30 days except in exceptional circumstances.
 c. Provide all receipts or invoices including receipts. 

2.  When you submit an expense claim, The WCEG will:
 a. Thoroughly check all claims.
 b. Reimburse your claim as soon as possible. 

All expenses that fall within the budget for The WCEG for any given financial year and are previously discussed with the Leader will be approved. 

Procedures 

1. Expense claimants should make no more than one claim for expenses per calendar month, except in exceptional circumstances. To make a claim, please submit an invoice with:
 a. The total amount being claimed
 b. Itemised expenses, including the date, cost (in GBP), and purpose of each expense
 c. The invoice date and the claimant’s address, email, telephone number and bank details, including bank name, address, sort cost, account number, and IBAN, BIC and other relevant codes if the reimbursement is being made to a non-UK address. 

2.       Receipts and invoices must be clear and legible, and bank statements will not be accepted in lieu of receipts or invoices. 

3.       Claimants should notify the Leader if they have any additional queries about their application. 

4.       Expense claims and queries should be sent to [email protected] with the subject of “EXPENSE, your name and the date”. We accept no responsibility if we miss your expense claim that doesn’t follow this format. 

PLEASE NOTE: We are currently being hosted by the Social Change Nest, and so, once we approve an expense, it will go to their team and it will be processed on the next working day: Monday, Wednesday or Friday. 

Below is a list of all types of expenses that you can claim for. This can be subject to change so do make sure you are reading the most up-to-date version of this expense policy. 

·  All travel should be booked in standard/economy class or equivalent, as far in advance as possible and booked at the lowest available price.
· The WCEG encourage sustainable travel wherever possible.

­Rail
·       The booking of open returns are encouraged to ensure travel is both cost-effective and allows for flexibility.

Bus/Coach
·  If using bus or coach, make sure you get the cheapest ticket where possible and if you are getting multiple buses in a day/week, make sure you purchase a daily or weekly bus travel ticket for whichever location you are in.

·  Any travel on bus or coach that will be over 2 hours, please try to find an alternative method of travel where possible. If unavoidable, we can allow for exceptions if our budget allows.

Taxi
· The WCEG would prefer the use of public transport over taxis, however we understand that in certain circumstances, taxis may be necessary. Taxi fares can be reimbursed where no suitable public transport is available but it must be pre-approved by the Leader.

Other Modes of Transport
· Above are our most preferred methods of travel, yet, The WCEG appreciates other modes of transport might need to be used. Anything else that is not mentioned in this expenses policy must be discussed and pre-approved with the Leader at the earliest opportunity.
 

· If accommodation is required while undertaking activities for or on behalf of The WCEG’s aims and mission, The WCEG will reimburse the full cost of an appropriate hotel, hostel or other form of accommodation. 

· Claims for accommodation should be pre-approved by the Leader and booked as far in advance as possible. The WCEG cannot be responsible for costs incurred due to individual cancellations but will cover cancellation costs if The WCEG cancels and event or activity after approving an expenses claim. 

· Any other expense claims not detailed above, or any questions you have regarding an expenses claim should be discussed with the Leader.