Whilst Woolly Hugs’ is run by an unpaid trusteeship, individual trustees should not be deterred from playing their full part because of incidental costs and trustees are entitled to have their expenses met from the funds of the charity. Expenses can include a wide range of costs, therefore it is proposed that the following expenses can be claimed.
- 1. Car mileage allowance (at HM Revenue and Customs Authorised Mileage Rate currently 45p per mile)
- 2. Motorcycle allowance (at HM Revenue and Customs Authorised Mileage Rate currently 24p per mile)
- 3. Public Transport Costs (actual cost incurred)
- 4. Bicycle allowance (at HM Revenue and Customs Authorised Mileage Rate currently 20p per mile) 5. Meals (reasonable and necessary costs incurred)
- 5.Telephone Calls, copying, stationery etc (actual cost incurred) may be reimbursed.trustees must keep a written record or obtain a receipt, (where possible), relating to the expenditure so incurred. Claims will be limited to reimbursing the actual costs involved.
- 6. The cost of reasonable overnight accommodation and subsistence (including any essential care costs) while attending tWoolly Hug events.
- 7. Other expenses need pre agreement by the Trustee board. Payment must reasonable in relation to the service to be provided. The trustees are satisfied that the payment is in the best interests of the charity
The Trustees will monitor, evaluate and review these payments periodically and at least when HM Revenue and Customs update their guidance.
Claims should normally be made within one month from when the expense was incurred and should be supported by receipts and records of journeys undertaken.
Expenses which are excessive, and /or which do not relate to legitimate trustee activities are not legitimate trustee activities.