Allowable Expenses for Users of the Starfish Project

Purpose

This policy is intended to provide a clear set of rules for all users of the Inspiring Leadership Trust Starfish Project, (known herein as ‘Stars’). This is to ensure that the Stars do no inadvertently incur expenses which can neither be justified nor reimbursed. It is necessary to ensure at all times that our expenditure is relevant to our charitable objectives and can be fully justified. Therefore all expense should be reasonable and kept to a minimum.

Who this policy applies to

All Stars using the Inspiring Leadership Trust and their parents / carer.

Why we have this policy

The Inspiring Leadership Trust want to ensure all Stars have access to every aspect of the Starfish programme. It is important to the Trust that full access to the programme is possible for all, irrespective of financial situation.

Details

  • Expenses incurred for the Star and one parent / carer can be claimed per event.
  • All Stars and their parent / carer must claim expenses by completing the Stars Expenses Claim Form available by either download at the InspiringLeadershipTrust.com website or via email at
  • Only expenses submitted on the relevant form and correctly authorised will be reimbursed. Details should be given of the meeting or function attended and claims should be accompanied by travel tickets or VAT receipts if available.
  • In order for the Trust to claim back VAT, we must have proper original receipts to accompany allowable claims. To meet the HMRC requirement, each receipt or invoice should list:
  • VAT registration number
  • Description of goods/services supplied
  • The total charge, including VAT
  • Name and address of supplier
  • The date of supply
  • The lack of the correct sales voucher may result in the claim being rejected.
  • The Trust will only cover expenses incurred through access to the Starfish programme such as attendance at workshops, travel to meet with a mentor or travel to a work experience placement. Relevant checks will be made and erroneous claims will be rejected.
  • If a claim is thought to be fraudulent, there will be further investigation, which may lead to removal from the programme and possible referral to the police.
  • All claims should be signed by the Star or the parent / carer and the authorising manager. If this is not possible i.e. the claim is submitted via email, the form should be attached to the email to confirm the claim and then the authorizing manager can sign and submit the form to finance. If possible a scan or photograph of the receipt or ticket should be included. The Star and parent / carer should retain the original copies or receipts so they can be handed in at the next session, if requested by finance.
  • All claims should be made within 3 months of expenses being incurred.
  • Only actual costs incurred can be reimbursed, expenses do not represent a reward or compensation for loss of time.
  • Activities likely to incur expenses for Stars and their parent / carer should be authorised by managers in advance. The Trust can accept no liability for expenses that result from activities not agreed beforehand.

Domestic air and rail travel

  • The Trust will pay for standard class travel only.
  • Travel on public transport should always be booked as far in advance as possible in order to take advantage of the maximum range of discounts. Travel should be ‘off peak’, wherever possible, and should take advantage of the various discounts available.
  • Where the use of prepay ‘oyster’ cards or similar electronic tickets for public transport are cheaper per journey than paying cash then they may be used even though a receipt cannot be provided. Please register your oyster card online prior to incurring the expense so that you can send the journey history as the backup with the expense claim. The expenses claim must be itemised for each journey and the relevant cost. Do not claim for the ‘top-up’ cost of the card. Where the above is not possible then the Trust will use the below fare guide as a reference to reimburse and check expenses.
  • Where contactless payment is used to pay for travel then the Trust will use the following guidance to validate the expense claim.
  • All bookings for air flights should be booked by the Trust with the prior permission of the CEO. Requests should be sent to

Overseas air and rail travel

  • All bookings for overseas travel, including tickets for transportation, hotel reservations and any other reservations should be made by the Trust with the prior permission of the CEO. Request should be sent to
  • Reservations will only be made against an approved Travel Application form.
  • Economy class will be used for all flights. First class flights may only be taken if the upgrade is free.
  • Sea travel will not normally be used where there is an alternative service by air. The use of short sea routes may be justified if due to disruption of air services or for any similar reason.

Trust car policy

  • Petrol for private journeys will be paid for by the employee.
  • The Trust will reimburse car parking expenses in connection with business calls.
  • The Trust will not pay any fines in connection with Road Traffic Act offences nor will the Trust reimburse car wash or valet costs. It is the responsibility of the driver to ensure the car in his care is is in good working order, fully insured, taxed and MOTd and that the driver is covered by breakdown assistance.
  • The Trust will reimburse mileage at the following rates:
  • All claimants for business mileage that hold Business Class motor insurance will be automatically covered for their work on behalf of The Trust, but if their insurance is limited to social and domestic use then they will have to discuss their role as a Star with their insurance company to ensure that they are fully covered. The claimant will be asked to show valid Business Class motor insurance cover or sign the relevant section on the Expenses form to confirm that they have agreed their driving on Trust business with their insurers before mileage costs can be reimbursed.

Other travel-related costs

  • Stars and their parent / carer are expected to use public transport where possible and provide tickets and / or receipts for reimbursement. Where public transport is not possible, a taxi can be used as long as receipts are provided.
  • Claims may be made for reimbursement of the cost of applying for a visa for Stars travelling overseas on Trust events.

Overnight accommodation

The CEO of the Trust must approve any overnight accommodation, prior to booking. The Trust will complete all bookings for overnight accommodation. Requests should be made to

Evening meals should be chosen from the fixed price (table d’hôte) menu or equivalent when available. The Trust does not wish to dictate a set limit on evening meals, but claims must be reasonable and managers will not authorise any claims deemed to be extravagant.

Overnight incidental expenses

When staying away from home overnight for the Starfish programme, it is recognised that the Stars and their parent / carer will be likely to incur some expenses over and above the basic costs of bed and meals. The Trust will reimburse costs for drinks, newspapers and/or telephone calls, supported by receipt up to the current HMRC limits, which are:

• UK £5.00 per night
• Overseas £10.00 per night

Costs for DVDs and any other entertainment are considered taxable and therefore the Trust will not reimburse such expenses.

Hotel bills will be paid by the Star and claimed for through reimbursement.

Reimbursement of Expenses

All Stars’ expenses will be reimbursed by cheque. If this is not suitable then reimbursement can be made using direct bank transfer. Please add your bank details to the Expenses claim form.

All Inspiring Leadership Trust policies are reviewed annually in July.

Comments related to the maintenance of this policy should be directed to the Finance Department