Members Expenses

1st Oxted Scouts – expenses

Members, both uniformed and non-uniformed, will sometimes incur expenses whilst going about the Group’s business. The Group would like to ensure that, as far as is reasonably practical, they are reimbursed for those significant expenses. Expense claims should be made using the standard Excel form provided (this link for Excel) or (this link for PDF if you do not have Excel), and should remain within the following framework of rules outlined below:

  • Uniformed leaders should not keep significant (more than £50) amounts of the Group’s cash in their homes
  • As far as reasonably practical, cash should not be used for large purchases: all expenses (other than occasional small purchases of less than £10) should be made using a debit or credit card, cheques or invoicing direct to the treasurer.
  • All expenses should be supported by receipts.
  • There should be one line on the expense form for each receipt.
  • Any expense claim without a receipt must approved by the GSL prior to payment. This expense claim will then need to be approved by the Executive Committee
  • Expenses of more than £75 should agreed beforehand with the GSL and/or the Treasurer
  • All capital expenses on HQ and equipment should be agreed and minuted by the Executive Committee
  • “Budgetted” week-to-week expenses incurred by the sections does not need to be agreed by the Executive.
  • Full control should be retained if it is necessary for parents or other helpers to spend money on behalf of the Group
  • Here follows a table which will enable members to ascertain whether or not the Group will cover expenses, subject to prior discussion and arrangement with the GSL and/or Treasurer:
Expenditure Expenses covered?
Equipment, consumable items and groceries purchased for use in

  1. Normal evening or weekend-based youth work
  2. Residential activities – camps and sleepovers
  3. Fund-raising activities e.g. Donkey Derby and Bike   Sale
YESYES

YES

All costs including fuel for rental vehicles for use on fund raising, residential activities and youth work, including Collision Damage Waiver and other insurance YES
Members’ train fares incurred on Group business – at the cheapest possible rate only YES
Private car fuel costs only incurred in travelling more than 60 miles (round trip) on Group business YES
Leaders uniforms YES
Badges for adult uniformed members and for Beavers, Cubs and Scouts YES
Items purchased for use in administration of the Group – stationery, stamps   etc. YES
Leaders Scouting training fees (if not already covered by County or   District) Consult
Claims made without receipts Consult
Ad hoc gifts or donations Consult
Tips or gratuities paid to providers of goods and services by members on Group business Consult
Meals or other hospitality purchased whilst going about Group business Consult
Repairs to members’ vehicles damaged whilst driving on Group business NO
Repairs to members’ clothing or property damaged whilst on Group business NO
Replacement of members’ clothing or property lost or stolen whilst on Group business NO
Mobile telephone calls made whilst on Group business (except in case of first aid emergency to uniformed children) NO
Minicabs or taxis used on Group business (except for first aid emergency to uniformed children) NO
Premium or full-price long-haul train fares for members on Group business NO
“Mileage” or wear and tear for members vehicles used on Group business NO
Private vehicle fuel costs incurred on Group business conducted within 30 miles of Oxted NO
Parking tickets and fines relating to ANY road traffic offenses incurred on Group business NO

*Consult and agree with Group Scout Leader, Treasurer or Executive Committee as appropriate

*Expenses incurred doing Scouting work at District or County level should be dealt with by the District or County treasurer.

*Consult and agree with Group Scout Leader, Treasurer or Executive Committee as appropriate

*Expenses incurred doing Scouting work at District or County level should be dealt with by the District or County treasurer.