Note
- All claims should be submitted no later than 2 months after the date of travel.
Travel Expenses for Trustees
- Travel expenses can be claimed where the sole purpose of the journey is for a Communication Matters Trustees’ Meeting.
- Travel expenses can be claimed for all meetings and activities relating exclusively to Communication Matters business where there is no alternative payment for travel that can be claimed. The meeting or activity must be approved in advance by the Chair or Treasurer.
- Travel expenses can be claimed for up to £250 to attend ISAAC Board meetings with approval from the Chair and one other Trustee. Any additional costs will need to be approved by all Trustees.
- Unless agreed in advance by the Chair or Treasurer, all payments will be made retrospectively. However, train tickets purchased well in advance to gain a cheaper rate, can be claimed prior to travel.
- Car mileage claims will be paid at a rate of 45p per mile for the first 100 miles (of each journey), and 25p per mile thereafter. Mileage will be paid only to and from the destination excluding any personal visits in between). Such claims must be made using the Expenses Claim Form.
- Claims for car parking, public transport and taxis must be made using the Expenses Claim Form with all receipts attached.
Travel Expenses for Employees, Contractors & Volunteers
- Travel expenses can be claimed for all meetings and activities relating exclusively to Communication Matters business approved in advance by the Chair or Treasurer.
- Car Mileage claims will be paid at a rate of 45p per mile for the first 100 miles (of each journey), and 25p per mile thereafter (for each way of the journey). Mileage will be paid only to and from the destination excluding any personal visits in between). Such claims must be made using the Expenses Claim Form. Notes:
- Mileage claims should be submitted monthly using the Expenses Claim Form, and no later than 2 months after the date of travel.
- Employees & contractors must ensure that their car is insured for appropriate business use cover on their car insurance policy.
- Contractors undertake to declare mileage as required by the Inland Revenue.
- Claims for car parking, public transport and taxis must be made using the Expenses Claim form with all receipts attached.
Subsistence Expenses
- Subsistence expenses may be claimed to attend meetings or activities relating exclusively to Communication Matters business where there is no alternative payment for expenses that can be claimed. The meeting or activity must be approved in advance by the Chair or Treasurer.
- The table below shows acceptable subsistence allowances that can be claimed:
- Breakfast if leaving home before 7.30am / overnight stay £10.50
- Lunch £8.50
- Cup of tea or coffee £3.00
- Dinner if arriving home after 7.30pm / overnight stay £25.00
- Hotel: Central London or Edinburgh £120.00
- Hotel: Other areas £100.00
- These allowances will also apply to PAs where appropriate.
- Reasonable sundry costs within the above limits will be acceptable e.g. a telephone call home from your hotel room or personal stationery used for Communication Matters activities.
- Such claims must be made using the Expenses Claim Form.
General Expenses
- Reasonable expenses incurred whilst carrying out duties for Communication Matters will be met if approved in advance by the Chair or the Treasurer.
