EXPENSES PROCEDURE

This policy covers incidental, out of pocket expenses only. The committee anticipates these to be items along the lines of postage, stationery, phone bills and travel costs.

This policy does not cover event entries, clubhouse maintenance or any other item of expenditure that the committee decides necessary.

Expenses will only be considered where a physical cost has been borne in connection with Hallamshire Harriers Sheffield Club business.

The Club will not pay any premium above the cost incurred: nor will it pay for time expended or other intangible costs.

Travelling expenses to events shall not normally be considered, unless directly involved with a member competing for the Club in a Championship meeting. In this circumstance, a request for travel and subsistence help may be submitted up to one month prior to the event. The Committee will decide each case on merit and may, at its discretion, award an amount to assist.

The club is not obliged to pay any entry fees for any individual, including championships.

All out of pocket expenses must be supported by a receipt or similar evidence of spend.

· No claim in excess of £25 will be considered without prior authorisation.

· Claims in excess of £25 up to £50 must have approval from the Treasurer prior to commiting the expense.

· Claims in excess of £50 must have written approval from the Committee prior to commiting the expense.

In urgent or exceptional matters pertaining to club safety and well-being, the Treasurer and Chair may together agree an expenses payment in excess of £50, but this must be reported to the next Committee meeting for ratification.

Claims Process

1. All expense claims must be made on the approved form. A copy is available for download from the web site, or on request from the Treasurer.

2. The form must be signed and dated by the claimant. Where authorisation was necessary, the person sanctioning the expense must also sign the form before payment is made. This person must be an Officer of the Club (i.e. Chair, Secretary, Treasurer).

3. When payment is made, the Treasurer and the claimant will sign the form, acknowledging that the transaction has taken place.

4. The Treasurer will retain all receipts and claim forms with the accounts. A copy may be requested by the claimant if needed.

Hallamshire Harriers Sheffield accepts no liability for any cost howsoever incurred by or through its members unless the above has been adhered to.