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EXPENSES POLICY
Members are entitled to claim 40 pence per mile for mileage occurred whilst conducting duties on behalf of the society
Referees, Touch Judges, Assessors and Coaches appointed to matches by the society should claim their travel expenses directly from the Society Treasurer.
Completion of the Claim Form
All forms must be on the Official Claim Form which can now be down loaded from the Web Site or on application to the Treasurer. All games refereed in Devon- plus any fixtures at Launceston & Bude - go on the top part of the form. All other games including Federation games are to be listed on the bottom half under Exchange Games. Enter the exact mileage to nearest mile then convert this to £’s & pence and enter the amount in the Total column against each game. When submitting, total up the amount due for each game and enter it in the Total at the bottom of the page not forgetting to include any expenses claim on the reverse of the form. Please ensure that all information is properly recorded as to date, exact game refereed and exact mileage failure to do this could mean your claim is rejected. Just to remind members that the first claim of the season will have £5 deducted from the total for your annual subscription
What happens if I travel by train or bus?
The society proactively encourages members to seek alternative ‘greener’ forms of transport wherever possible. If a member does travel by other modes of transport, the society will pay the normal mileage rate of 40 pence per mile.
What can I claim when I am on exchange?
When a party of referees is sent on exchange all must, wherever practicable, travel together. Individuals wishing to travel alone, do so at their own expense unless there are exceptional circumstances. The senior referee of an exchange group is normally expected to be responsible for co-ordinating travel arrangements.
For Exchange games involving a return journey in excess of 500 miles, one night’s accommodation claim may be permissible (Manchester & Liverpool), however prior approval must be sought from the Society Treasurer.
Claims must be entered on the reverse of the expenses claim form and must be accompanied with receipts to the same value of the claim being made.
What happens if I incur other expenses?
All expense claims, for other than straight mileage claims, must be entered onto the reverse of the expenses claim form and must be accompanied by a receipt as proof of payment. For example – overnight accommodation; meals; parking; postage and stationery. ALL CLAIMS must be recieved within four weeks of the game.
Claims for attendance at meetings
For Local Law Meetings and Committee Meetings full mileage is payable. For the three meetings at Okehampton members will be able to claim their mileage less thirty miles and the AGM no mileage is paid. In the former case the Society provides a light buffet for members and there is a full buffet meal at the AGM which are considered compensation. For claims for the Okehampton meeting then please show the full mileage and deduct 30 miles.
When can I claim?
Expense claim forms can be submitted throughout the season. It is recommended that expenses are submitted by the 30th November and by the 31st May. If expense claims are not submitted by the 31st May, the expenses will not be paid.
ALL EXPENSE CLAIM FORMS MUST BE ACCOMPANIED WITH A SELF ADDRESSED ENVELOPE.
Who do I send my expense claim form to?
Expense claim forms should be sent to the Society’s Treasurer: –
Mr Mike Harrison, for address see Devon Hand book
Expenses Form for in County 140.50 Kb
Exchange Claim form 97.00 Kb
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