Expenses Policy - GPEx, GPRC and Committees
GPEx, GPRC and the following committees - Disciplinary Committee, Disputes Resolution Committee - have budgets for expenses.
These budgets include provisions for meeting room hire, travel to meetings, overnight accommodation, and subsistence where required.
Expenses are claimed by submitting the Green Party expense form to , these are approved by the committee chair unless otherwise agreed. These must be submitted with receipts.
If your role requires additional attendance outside of meetings such as for interviews, away days, and other sub-committee responsibilities then please flag the expenses with the Finance Coordinator.
1.0 Meeting Room Hire
1.1 Where possible it is encouraged that venues are booked at low cost or for free.
1.2 There are a number of considerations that may need to be made when hiring venues, such as accessibility, privacy, and distance for members. If you need advice on venues please contact the Finance Coordinator, or Head of Finance.
1.3 It is also possible to use the meeting room in the Biscuit Factory on certain occasions. If you would like to explore this option please contact the Office Manager.
1.4 Please arrange for the venue to invoice The Green Party of England and Wales and for that invoice to be sent to .
2.0 Travel to Meetings
2.1 As a party committed to combating the effects of climate change we would ask that where possible members use public transport.
2.2 Trains - please make every effort to schedule meetings such that members can book train travel on advance fares. A standard class fare can be claimed to where you are required to attend a meeting.
NB: First class travel may only be claimed if it has been booked in advance and is cheaper than a standard class ticket, evidence of this will be required such as a screen print of the compared prices.
2.3 Coaches - Standard class coaches can be claimed to where you are required to attend a meeting.
2.4 Taxis - Taxis may be claimed if required for safety, needed for accessibility reasons, if your arrival time is later than the last available public transport, or departure is earlier than the first available public transport.
2.5 Oyster/ Tube fare - Oyster fares can be claimed when submitted with a valid receipt or evidence with a bank statement for contactless payment. The oyster daily cap will not be paid unless it has been reached. Oyster top ups are not paid, only the journeys travelled.
2.6 Mileage claims - If you need to travel to meetings by car please arrange to car share with other members wherever possible. Mileage is paid at a rate of 36 pence per mile. Please provide the‘from’ and ‘to’postal codes along with miles travelled with your claim.
2.7 Other - if there are other means by which you need to pay to travel to attend meetings please contact the Finance Coordinator.
3.0 Overnight accommodation
3.1 Where possible we ask that you stay with family, friends, or other party members in this instance. The best way to find accommodation with a local member is to discuss with other members of your committee in the first instance. Then to email the local party contact for the region you are staying, this can be found on the members’ site.
3.2 If you need to stay overnight as a part of your responsibilities, for example for meetings spanning a weekend, or because your distance travelled requires you to get a train before 6:45am you may claim accommodation expenses.
3.3 If you have to book paid for accommodation then please book this as far in advance as possible in order to obtain the lowest cost.
4.0 Subsistence
4.1 Ordinarily the party does not pay subsistence. If you are the committee chair who wishes to make these payments within your committee please discuss this with the Finance Coordinator
5.0 Advance payments
5.1 If you are unable to pre pay your travel or expenses please contact to discuss arranging a pre-booking for you.
6.0 Reasonable adjustments
6.1 If you require child care whilst attending meetings as part of your responsibility then the party will cover the cost of this up to £8.15 per hour or £50 per day. Please submit this with your expense claim.
6.2 If you need a reasonable adjustment due to a disability to enable you to fully participate in meetings please email , the team will be able to assist you in arranging this.