TYNE, WEAR & NORTHUMBERLAND AREA

'BOTTOM UP' - INSTRUCTIONS FOR THE CSSC HEAD OF PARTY (HOP)

POLICY

  1. December Bottom-Ups are a means of providing financial subsidies to CSSC members in the Tyne, Wear & Northumberland Area taking part in events held from 1 December to 31 December 2017 and are organised by one of their group. It follows that applications can only be accepted from CSSC members as Heads of Parties (HOP)and HOPs should attend events for which they are HOPs.
  2. The application must make it clear that you, as a CSSC TWN member, are organising the event for the other CSSC members within your party (everyone in the party does not have to be a CSSC TWN member). Submitting a claim for an event where members booked their own tickets, paid for their own transport, etc can be accepted as a Bottom Up event, provided that you organised the party and collect and send all the tickets and receipts associated with the claim.
  3. Local transport fares and taxi fares to local events are not accepted.
  4. The minimum cost per person for consideration of a subsidy is £10 (exclusive of alcohol) and there must be five or more current CSSC members in your party.
  5. The HOP is usually restricted to being the HOP for only ONE ‘active’ event at any one time. An event is active if all the processes have not been completed.
  6. Applications can only be accepted for costs committed before the start of the event and if the application is received by the BU administrator no less than ONE CALENDAR WEEK ahead of the event and by 1 December 2017 in any case.

PROCESS

  1. Complete the enclosed application form electronically showing where you are going and how much it will cost in total for the whole party and for each person taking part.
  2. Include the required details for yourself and each of the other CSSC members taking part (leave the signature column blank.If a member does not know their number, they should telephone CSSC Head Office on 01494-888444 to obtain it.)
  3. When complete, e-mail the form as an attachment to ho will assess and acknowledge your application form.
  4. Adecision will be made as quickly as possible whether the CSSCmembers in your party can receive subsidies andif so, how much for each member included in the application. The BU administrator will advise you of the decision and if agreed attach a claim form to his e-mail. That decision may be made subject to checking current CSSC membership for those in your party.
  5. If your event includes alcohol, you must ask for two separate receipts, one for non-alcohol related expenses, the other for the drinks.RECEIPTS THAT SHOW ALCOHOL MAY NOT BE ACCEPTED
  6. After the event, you must send the completed Claim Form with the evidence to prove the costs for the total numbers attending, e.g. 10 attending at £10 per person, we must receive an 'official' receipt from the venue stating £100 paid to them. It is accepted that the costs for the CSSCmembers may be included in the receipt for a larger party that included non-members. You will be advised to whom the claim packshould be sentto arrive before 31 January 2018. You should keep a copy of theclaim pack.
  7. CSSC TWN will then arrange a Bank Credit Transfer (BCT) to you, as the HOP, for the total of the subsidies payable, e.g. 8 members attended @ £5 per member agreed subsidy = £40. Subsidies will only be paid to those members who actually attended the event.
  8. You must then arrange to pay the individual subsidy to each CSSC member who attended and whilst the CSSC TWN committee do not require confirmation that you have distributed the subsidy, we recommend you obtain their signature on the hard copy of the application form in case of any dispute (e.g. a member of your party advising they did not receive their subsidy)
  9. A random check of 10% of those receiving a subsidy will be undertaken to ensure that they did, in fact, take part in the event and that they have received / are content that they will receive their subsidy. Any discrepancy in the 10% check will lead to a 100% check being undertaken. If a subsidy is claimed for a member found not to have taken part in the event, the subsidy must be repaid. If a member states they have not received their subsidy and does not think they will do so a full investigation in to the allegation will take place and relevant action taken if on the balance of probability it is felt you have not / will not pay the subsidy to the member of the party.

Note to HOP

Please note that a BU application will only be classed as complete once the BU claim has been paid and the HOP has confirmed receipt of the payment. A further BU claim may not be considered while a current claim is in progress.

V4.9.17