Expenses
From 24-7Wiki
Expenses incurred whilst on 24-7 business can be claimed by 24-7 staff. This includes items bought on behalf of the charity, and expenses for travel on 24-7 business, other than the journey to the employees place of work.
Expenses are to be claimed using the personal expenses form, and submitted to the relevant accounts administrator. All claims should be accompanied by a receipt or invoice.
Contents |
The Expense Claim Process
Expenses claimed by UK residents
- Download a copy of the latest expenses claim form.
- Enter the details for each item of expenditure on the form, and print it out.
- Sign the form and attach printed receipts for the related expenditure.
- Post the completed form and attachments to Peter Ward at the 24-7 Office.
Forms will be processed monthly, and must be received by the General Manager at the above address by the first Friday of the month (they will be processed the following Monday). Forms missing this deadline will be dealt with the following month.
Expense claims payable from 24-7's UK based accounts, to Non UK residents
Due to the expense of posting internationally and the delays involved, expenses of this nature can be claimed by following the procedure below:
- Fill in a current copy of the expenses claim form, saving it on your local computer
- Send an email to the General Manager, attaching both the filled in claim form and the proof of expense (e.g. flight confirmation email, electronic copy of credit card statement etc.)
- The General Manager will print out the claim and related attachments, and the claim will follow the normal signatory process.
The expenses will be dealt with on the same cycle as the UK expense claims.
Sign-off Limits
Expenditure on any item over £50 not in the budget must be approved by the General Manager for any claim against the main 24-7 account. It is recommended that other 24-7 accounts administrators follow the same procedure for their areas of responsibility.
All items of expenditure not in the budget approved by the 24-7Prayer Trustees must be approved by the General Manager. Items falling into this category above £500 will have to be approved by at least two Trustees.
If in doubt, ask the General Manager what process should be undertaken for a particular claim.
Travel
Travel must be by standard class on public transport.
Mileage expense allowances are as follows:
| Engine Capacity | Allowance per mile |
|---|---|
| <1600cc | 30p |
| 1600cc - 2000cc | 35p |
| >2000cc | 40p |
If you have a large travel expense claim to make, please be sensitive to the current financial position of the charity. Journeys over 250 miles for which expenses are to be claimed must be approved by the General Manager.
24-7 will not pay expenses for traffic violations.
Entertainment or Hospitality
No expenses for entertainment or hospitality will be paid that are not in the budget. When hospitality is given within the budget, the rules on personal benefit must be taken into consideration.
Phone Calls
Wherever possible, phone calls on 24-7Prayer business should be made from a 24-7 office. If for some reason this has not been possible, call costs can be reclaimed. Calls to mobile phones should be minimized, and claims for excessively long calls may be challenged.
Expense claims for calls should be itemized, and submitted using the standard claim form.
The itemized call list should be stapled to the claim form.
Meal Expenses
The absolute maximum expenditure reclaimable for an individual's evening meal expenses is £15, whatever the budget funding the expenditure. This is expenditure for overnight trips that have been agreed in the budget, additional expenditure will not be reimbursed without the prior approval of the General Manager. The lunchtime limit (again for trips longer than 1 day away) is £7. You are welcome to top up these funds and have a more expensive meal, but this is at your own expense.
We are a charity that supporters give to sacrificially; it is not appropriate to spend large amounts of our funds, whatever the source, on meals for staff. If possible, please try to eat for under the limit, every penny counts!
Expenses Form
Here is the latest expenses form.
Return to Staff.
