| Expenses Policy |
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Holy Trinity Metropolitan Community Church
Expenses Policy
Introduction
Expenses that are incurred within the discharge of church business will be reimbursed. However, any expenditure should be planned, related to a specific budget code and incurred in consultation with the Ministry Coordinator and Treasurer as appropriate.
Expenses Claims
All expenses claims should be submitted in writing using the appropriate forms which are available online and directly from the Treasurer (See attached forms).
Travel
Travel expenses incurred whilst conducting church business may be claimed by all paid and volunteer staff. Travel expenses will be reimbursed on a monthly basis and through the payroll system (for paid staff) or reimbursed on the last Sunday of each month.
All travel expenses claims should be submitted to the Treasurer by the 20th of each month to allow sufficient time for processing.
Travelling on church business should be done by the cheapest and most direct route where practicable. Therefore, travel should be planned well in advance to take advantage of ticketing options wherever possible.
The cost of bus, train, air and other forms of public transport will be directly reimbursed on production of the ticket and completion of a travel expenses claim form.
Mileage
Where business journeys are made using a private vehicle the following mileage rates will be paid.
Car and Van - 23p per mile
Motorcycle - 20p per mile
Bicycle - 12p per mile
Accommodation and Subsistence
Accommodation and subsistence costs will be paid for staff on official church business attending denominational events and should be agreed in advance with the Committee. Where practicable accommodation costs should be paid directly by the church to avoid an individual incurring large expenses on behalf of the church.
Subsistence will be paid in arrears on completion of an expenses claim form submitted in the usual way.
Other Expenses
All other expenses should be referred to the Ministry Coordinator, Treasurer, or Committee as appropriate. Wherever possible individuals should not incur expenses on behalf of the church, instead arranging for goods to be purchased directly by an approved signatory using church funds.
This policy statement was agreed on the 23rd November 2005 at a meeting of the Church Committee.
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