16. UMPIRE EXPENSES POLICY 2017/18

The Royal Caledonian Curling Club has developed a policy to formalise and support the Umpire Development Programme specifically with the aim of providing clarity on travel, accommodation and other expenses. For the purposes of this paper Chief Umpires, Deputy Chief Umpires, Game Umpires, Time clock supervisors and Deputy time clock supervisors will be known as ‘the workforce’.

Please note: this policy does not include Time Clock Operators.

This policy only supports the Scottish based workforce that have been allocated and confirmed via the Umpiring Committee for the 2017/18 season.

These include the following competitions:

Scottish Curling Senior Mixed Championships, European Playdowns, Scottish Province Championship, National Master Men’s Curling Championship - Qualifiers, World Championship Playoff, Scottish Curling Junior Championship - Qualifiers, Scottish Curling Mixed Doubles Championship, Scottish Curling Senior Men’s Championship – Qualifier (1), Scottish Curling Senior Men’s Championship – Qualifier (2), Scottish Curling Championship - Qualifiers, Scottish Curling Junior Championships, National Masters Curling Championships, Scottish Curling Senior Championships, Scottish Curling Championships, Henderson Bishop Trophy, The Rink Championship, Scottish Schools Curling Championship, Scottish Curling Mixed Championship, The Morton Trophy, The Maxwell Trophy, Scottish Curling Pairs Championship and Ladies Unders & Overs.

Under 21 Greenacres Junior Masters, Under 17 Lockerbie - The Stevenson Trophy, Under 21 Kinross Junior Classic, Under 14 slam - Aberdeen, Under 14 slam - Perth, Under 17 slam - Lanarkshire, Under 21 Inverness Junior Invitation, Under 17 The Baljaffray, Under 21 Lockerbie Junior Invitation, Under 17 slam - Forfar, Scottish Junior Curling Club Challenge Division 1&2, Under 14 slam - Braehead, Under 17 slam - Perth, Scottish Junior Curling Club Challenge Division 3, Under 14 slam - Lockerbie, Funspiel, Scottish Junior Curling Mixed Doubles Championship, Virtual Challenge, Newcomers

Please note: competitions not included above will NOT be entitled to expenses from The RCCC.

1. TRAVEL EXPENSES

1.1It is the individual’s responsibility to ensure that he/she has access to sufficient means of travel for which to undertake the services;

1.2If the individual’s means of travel is the use of his/her private motor vehicle, it is his/her responsibility to ensure that the vehicle is appropriately insured. The Royal Caledonian Curling Club is not liable for the cost of insuring his/her vehicle;

1.3Payment of 25p per mile will be granted for the workforce to travel to and from their place of residence. The total mileage will be checked via the AA route planner using the postcode provided i.e. place of residence and the Ice Rink. A maximum mileage claim of 250 miles will be eligible for up to a 3 day competition, over and beyond this there will be up to 50 miles per additional day (max. total 350 miles).

1.4Travel expenses by public transport are reimbursed at the price of standard class or economy travel on production of valid receipts. If booked online an email receipt is required.

1.5If you envisage any expense that sits out with points 1.1 – 1.4, please contact RCCC to discuss, prior to incurring any costs.

1.6All travel expenses must be submitted no later than 7 days post competition. Failure to submit within stated timeframes may result in payment not being granted.

2ACCOMMODATION EXPENSES

2.1Accommodation will not automatically be provided and will not be provided if the individual can realistically travel to and from their place of residence between separate competition dates/sessions.

2.2Permission to arrange accommodation must be sought, prior to the competition, via the RCCC Competition Coordinator or the RCCC Workforce Development Manager.

2.3If the individual realistically cannot travel to and from their place of residence between separate competition dates/sessions; a payment of up to £40 (B&B rate)will be granted per night from the RCCC towards the cost of a hotel/ B&B/ guest house (VAT receipt required). NB: We are aware that some companies/business are not VAT registered.

2.4Exception to article 2.3 Scottish Curling Juniors Championships based at Curl Aberdeen (only): a payment of up to £50 (B&B rate)will be granted per night from the RCCC towards the cost of a hotel/ B&B/ guest house, (VAT receipt required). NB: We are aware that some companies/business are not VAT registered.

2.5The receipt from hotel/ B&B/ guest house must include the following;

  • room rate
  • night (s) required
  • arrival & departure dates
  • on headed paper or official stamp required

2.6It is the individual’s responsibility to book their own accommodation with the exception of the Scottish Curling Championships (see 2.7)

2.7Scottish Curling Championships: For the duration of this event, in which the individual is required, pre-allocated accommodation will be provided at the Holiday Inn Express, Perth. Please note: The workforce will be contacted in advance with specific details

2.8All accommodation expenses must be submitted no later than 7 days post competition. Failure to submit within stated timeframes may result in payment not being granted.

3FOOD AND DRINK – SUBSISTENCE

3.1The individual will be entitled to claim food and drink up to a daily limit of £15 (only on the day(s) of the competition) on production of itemised VAT receipts for each purchase. The workforce must submit this on an individual basis; direct invoices from facilities will not be granted. Failure to provide an itemised receipt within the submitted invoice may result in payment not being granted. Payment for alcoholic drinks will not be made.

The above policy is in accordance with the HM Revenue & Customs; Employment Income Manual updated 5th August 2016. Article EIM05231

3.2The individual will be required to submit a VAT receipt for all food and drink expenses. NB: We are aware that some companies/business are not VAT registered.

3.3All food and drink expenses must be submitted no later than 7 days post competition. Failure to submit within stated timeframes may result in payment not being granted.

4 INVOICE

4.1All expenses above will be completed using the Royal Caledonian Curling Club workforce invoice template.

4.2Accommodation expenses submitted that have not been pre agreed via the RCCC Competitions Coordinator or the RCCC Workforce Development Manager will not be granted.

4.3It is the individuals’ responsibility to submit the invoice with valid VAT receipts where appropriate) to NB: We are aware that some companies/business are not VAT registered.

4.4 All expenses must be submitted no later than 7 days post competition. Failure to submit within stated timeframes may result in payment not being granted.

4.5If for any reason you are unable to submit the invoice within the stated timeframes please contact the RCCC Competitions Coordinator as soon as possible.