NPUA Expenses Policy & Process
Members are expected to claim for travel from their usual home base (i.e. the address given as their home on the NPUA website if in England and Wales) to the match venue, on to the club’s home venue (if different from the match venue) and then back to home. If a member needs to travel from a different starting location that results in his/her expenses being greater than they would have been if they had travelled from their home base then they should include a note on the expense feedback form to explain this. Payment of such claims is at the Travel Administrator’s discretion. Overnight accommodation is ONLY approved in exceptional circumstances and will be paid at the EH rate (currently £45 to include breakfast). Members MUST get pre approval from the Travel Administrator and a note is to be made on your claim. Any claim without prior approval will be rejected.
For members residing outside England and Wales mileage costs will only be reimbursed from the point of entry into England or Wales.
Members may decide to travel by public transport rather than by car; if they do so they are expected to choose the cheapest route and take advantage of any discounts that may be available for early booking. Costs should be recorded in the ‘other costs’ section of the feedback form and once again members should include a note on the expense feedback form to explain the costs. NB: if travelling by public transport, members are expected to make arrangements with either their colleague or the home club to be picked up from/returned to the station/bus stop etc. rather than take a taxi to the match venue. Taxi costs will only be reimbursed by exception. Wherever possible it is preferred that members travel together to matches, as it not only reduces the cost of travel but can also help strengthen the bond between us. Should your public transport be delayed and you are reimbursed for your travel by the provider then this money should be deducted from the claim as it would be fraudulent to retain this and be reimbursed by NPUA.
Under normal circumstances, members are only permitted to claim meal allowances at tournaments at the agreed rate of £2 for lunch (if not provided on the day) and £8 for evening meal for the nights that you stay in hotels booked and paid for by England Hockey . These out of pocket expenses are only payable on tournaments. The evening meal allowance is only claimable when the hotel bill is paid for by England Hockey so for example if a tournament is Saturday and Sunday and you are required to stay on the Friday night you would be able to claim for the Friday night evening meal but NOT the Sunday night as you would be travelling home that evening. Once again, members should claim no more than the amount notified beforehand and should record it in the ‘other costs’ section of the feedback form with an explanatory note to the Travel Administrator.
No expenses will be paid for attending the annual conference wherever it is held.
In addition if you are fortunate to receive an Overseas appointment it is expected that you claim for the cheapest available travel and that any car parking at point of departure is purchased in advance to save England Hockey money.
In addition we request that when claiming passenger miles you actually insert into the other costs the name of the passenger so that details can be confirmed by the travel administrator.
Correspondence regarding expenses should be directed to
Amended Nov 2016