St Albans Scout District Executive Committee

Guidelines for claiming grants and / or expenses for Scouting Activities

Leaders may claim reimbursement of expenses that they incur in the course of their Scouting activities

Most of the ‘bread and butter’ items of expenditure will be claimed from, and be met out of, Group funds. These claims will be dealt with and monitored by the Group Executive Committee.

Such items could include:

  • Resources for section meetings
  • Leaders’ uniforms
  • Personal equipment that is to be used substantially for the benefit of scouts.
  • Travel expenses

Each Group will have its own guidelines on what leaders may claim. Ideally, such guidelines should be recorded in writing and approved by the Group Executive.

Individual leaders, especially those new to Scouting, should be given details of what they can claim and from whom.

In addition to the expenses mentioned above, individuals, Scout Groups and the organisers of District events have,from time to time,approached the District Executive requesting that an item of proposed expenditure be either met in full or partially subsidised by the District.

Claims have, in the past, covered such items as:

  • Equipment purchased for use at District events or by the Groups (e.g. a marquee or Ready Steady Cook equipment).
  • Subsidies to encourage Group development (e.g. OSM).
  • The cost of activity training courses where attendees can demonstrate a total or significant partial benefit to Scouts.(e.g. mountaineering training)
  • Leader training costs including the cost of training materials not covered by Groups.
  • Events open to all Scout Groups (e.g. St Georges Day)
  • Items where claims are invited by the District

The arrangements involving such requests have quite often been somewhat obscure, and we have now reachedasituation where possible claimants (especially new members) are uncertain what, if anything, they can claim and what the ‘rules’ are for making a claim.

The District Executive Committee has therefore produced the following guidelines for making such claims.

  1. No leader should be out of pocket when incurring personal expenditure that is for the benefit of the Scout Association/ Groups/ young people.
  2. Claims / requests for subsidy / grants should be made using the simple form set out on the next page. Applicants will need to state the purpose, cost, and benefit that will be obtained from the expenditure claimed.
  3. If at all practical, claims should be submitted before the expense is incurred so that the claimant is in no doubt as to the support he / she will receive.
  4. Every claim will be considered on its merits. We can only provide general guidelines in a note such as this.
  5. Each claim will be considered by at least two members of the District Executive Committee. Larger items (over £200) will be considered by the full Committee. The claimant will be notified of the decision, or asked for further information, within two weeks.
  6. Access to other possible sources of funding for the expenditure should also be considered if appropriate (e.g. Local Authority; Duke of Edinburgh funds; specific charities).

The District Executive Committee is confident that the above guidelines will make the claims process more transparent and easier to understand. This should encourage more individuals and Groups to access their District’s funds to further improve the quality of Scouting in StAlbans.

District Executive Committee

February 2016

St Albans District Scouts

Application for a grant / claim for expenses

Please complete this form in capital letters, giving as much detail as you can.

This application is for:a granta claim for expenses(please tick one box)

Personal details

Name……………………………………………………………………

Role……………………………………………………………………

Unit/Group and Section……………………………………………………………………

Details of claim

Item(s) to be purchased.

…………………………………………………………..…………………………………………

…………………………………………………………..…………………………………………

Uses to which these items will be put………………………………………………………………

……………………………………………………………..…………………………………………

Training course

Course title / qualification …………………………………….…… Date ………………………..

Location …………………………….………. Instructor/ provider ………..….…………….……..

Reason for request ……………………………………………………………………………….…….

……………………………………………………………..……………………………………………

Uses to which this training be put ………………………..……………………………………………

……………………………………………………………..……………………………………………

Total cost of item(s) or training. £ ………...……

Please provide a breakdown of the total cost if appropriate overleaf (e.g. individual items, travel costs)

Signed ……………………………………………………..Date ……………………………

Please return this form to the secretary of the District Executive Committee.

Please note receipts will be required before payment is made