Telephone Number:- 02380 864 228 Calmore Infant School Calmore Drive  Calmore, Totton SO40 - 2ZZ AT CALMORE Registered Charity Number:- 1062510
© Caterpillars Pre-school 2018
Expenses Policy
This   policy   establishes   procedures   for   all   employees,   trustees/committee   members   and   volunteers   of   Caterpillars   Pre   School   at   Calmore   who   incur   travel,   subsistence   and   other   expenses   during   the   course   of   carrying   out   work   away from the Pre School for the charity. Employees, trustees/committee members and volunteers must seek to get good value for the organisation. Expenses Claims Procedure Expenses claims must be supported by original receipts, invoices or equivalent. Employees’ expenses must be authorised by the bookkeeper, Manager, Treasurer or Chairperson who are the nominated signatories.    The   authorisation   process   is   an   acknowledgement   of   the   reasonableness   and   validity   of   the   expenditure   and   the   approval   to   reimburse   the   individual   employee,   or   trustee/committee   member.   It   is   also   the   responsibility   of   the approving manager to ensure that the expenses being claimed adhere to the policies within this document. Expenses claims should be completed on the charity’s Expenses Claim Form and submitted promptly. Business Travel & Accommodation All   journeys   away   from   the   permanent   workplace   on   business   may   be   regarded   as   business   journeys   and   therefore   the   actual   distance   travelled   should   be   claimed.   An   employee   who   commences   or   completes   a   journey   at   home   may   claim the distance actually travelled. Journeys   should   be   made   using   the   most   practicable   means   of   transport.   Employees,   or   trustees/committee   members   who   use   a   private   car   for   business   journeys   must   ensure   that   a   copy   of   their   driving   licence   and   a   copy   of   their insurance   certificate   (showing   that   business   use   is   allowed)   are   given   to   their   line   manager   or   the   Chairperson   to   be   placed   on   their   file.   It   is   the   individuals   responsibility   to   ensure   that   they   have   adequate   insurance   to   allow   them   to drive their vehicle for business purposes and also that the vehicle is taxed and has a valid MOT certificate if applicable. Mileage rates for travel by car will be 40p mile. The cost of parking and toll bridges (where necessary) will be reimbursed. Train travel should be by 2 nd  class. Taxis may be used when it is deemed essential. The actual cost of bus or underground tickets will be reimbursed. Mileage cost for pedal cycles will be 20p per mile. Eye Sight Tests for DSE Users All employees who regularly use display screen equipment (DSE) as part of their normal work have the right to ask for eyesight tests to be paid for. This must be carried out by an optometrist or doctor. DSE users also have the right to regular tests thereafter. Employees should ask their line manager or the Chairperson if they are classed as a DSE User. The cost of the eyesight test (up to £35) should be paid for initially by the employee, who should obtain a valid receipt which should then be submitted with an Expenses Claim Form. The employee will then receive reimbursement. If an employee’s eye sight test shows that the employee needs glasses specifically for DSE use only, the employee should inform their line manager or the Chairperson who will then agree to expenditure for basic glasses (frames and lenses) specifically needed for DSE work where the employee can't use normal glasses. The cost of the glasses (up to £55 for frames and up to £30 for lenses) should be paid for initially by the employee, who should obtain a valid receipt which should then be submitted with an Expenses Claim Form. The employee will then receive reimbursement. Professional Memberships The cost of employees, trustees/committee members and volunteers being members of professional bodies that are deemed to be of benefit to the Pre School or Charity may be reimbursable (either in part or in full). This should be agreed in advance by the Chairperson, who will stipulate how much will be reimbursed. If   it   is   agreed,   the   individual   should   initially   pay   for   the   membership   and   they   should   obtain   a   valid   receipt   which   should   then   be   submitted   with   an   Expenses   Claim   Form.   The   employee   will   then   receive   reimbursement   up   to   the   value that the Chairperson has agreed. There   will   normally   be   only   one   permissible   claim   in   any   given   year   for   each   employee.   However,   where   an   employee   is   undertaking   a   course   of   study   approved/sponsored   by   the   Pre   School   which   requires   the   employee   to   join   a professional body or subscribe to a publication for a period of time, the Pre School will generally allow the reimbursement of associated costs in addition to their normal entitlement. References to other relevant policies: Safeguarding Children & Child Protection, Confidentiality & Client Access to records, Information Sharing, Valuing Diversity & Promoting Equality , Achieving Positive Behaviour, The Role of the Key Person, Children’s Records Policy Monitoring and Evaluation Information This policy will be monitored and evaluated as per our rolling programme at staff meetings. It will be reviewed annually by the Chairperson in conjunction with the staff team and Committee unless new legislation or an incident occurs which requires an immediate review of the policy    This policy was adopted on: July 2017