Invoice #117228 to Winchester City of Sanctuary

 

Staff may make small purchases which are not pre-authorised and claim them back on expenses. This would cover, for example, the cost of short local journeys and stationery. 

Expenses must be authorised by the line manager (if in post)/Chair or treasurer of Management Committee/Board. The line manager (if in post) /Chair or treasurer of Management Committee/Board must be satisfied that each item authorised is a valid item of expenditure. In order to be valid, each item claimed on expenses must be: 

purchased (you cannot claim for a bus fare if you actually walked); 

valid (made in pursuit of the charity’s objects); 

efficient (within reason, the best and cheapest way to achieve the desired purpose); 

documented (a receipt for the payment must be obtained and presented with the expenses claim), unless it is a mileage claim for travel in a private vehicle; and 

categorised (the relevant bookkeeping system category must be identified). 

The amount reimbursed will be the actual cost of the item, apart from: 
claims for journeys in a private vehicle, which will be reimbursed at the current HMRC approved mileage rate (currently 45p per mile); and 

claims for journeys by bicycle, which will be reimbursed at the current HMRC approved mileage rate (currently 20p per mile). 

Expenses must be claimed promptly. 

Employee expenses should normally be claimed on a monthly basis, by the 15th day of the following month, so that they can be authorised in time to be paid at the same time as any salary. 

Volunteer expenses may be claimed monthly, or on a daily basis by arrangement with the line manager (if in post), Chair or treasurer of Management Committee/Board.