Expenses Policy

This policy sets out the procedures for claiming and reimbursing expenses incurred by ThrudBall volunteers in the course of their work.

1. Eligibility for Expenses

   1. Only expenses that have been pre-agreed with the organising committee will be considered for reimbursement. This includes any expenses that are necessary to carry out the work of the charity.

   2. All procurements are  handled by ThrudBall directly - Procurement costs will not be considered as expenses.

2. Pre-Authorisation

   1. All expenses must be authorised in advance by the ThrudBall organising committee. This means that the individual seeking reimbursement must obtain approval before incurring any expense.

   2. Postage expenses for Merchandise and Auction sales are considered pre-approved, e.g. cost of stamps and packaging.

3. Mileage

   1. Mileage expenses will only be considered under special, pre-agreed circumstances. If mileage is pre-approved, the rate of reimbursement will be based on the current HM Revenue and Customs rates.

4. Receipts

   1. All expenses must be supported by a valid receipt or invoice. In the absence of a receipt or invoice, the expense will not be reimbursed.

5. Claims Process

   1. Expense claims must be submitted on a timely basis to admin@thrudball.com. 

   2. Claims must be supported by receipts or invoices, and a description of the nature of the expense. 

   3. The claim form must be approved by the ThrudBall organising committee before being submitted for payment.

6. Payment

   1. Expense claims will be reimbursed by the ThrudBall charity within a reasonable timeframe, subject to the availability of funds.

7. Compliance

   1. All expenses must comply with relevant tax and accounting regulations. The ThrudBall charity reserves the right to reject any expense claim that does not comply with these regulations.

8. Monitoring

   1. The ThrudBall organising committee will monitor expenses to ensure compliance with this policy. Any violations of this policy will be addressed appropriately.

9. Review

   1. This policy will be reviewed periodically by the ThrudBall organising committee to ensure that it remains effective and relevant. Any changes to this policy will be communicated to all relevant parties in a timely manner.

Last reviewed 9th May 2023