As a registered charity, [Charity name] is committed to reimbursing legitimate expenses incurred wholly, exclusively, and necessarily in the course of carrying out approved Charity activities.
This Expenses Policy sets out the principles, eligibility, and procedures governing the reimbursement of expenses to Trustees, employees, and volunteers.
The Trustees recognise the importance of ensuring that expenses are managed transparently, fairly, and responsibly, in line with charity law and best practice.
Purpose of the Policy
1.1 The purpose of this Policy is to:
1.2 This Policy supports accountability and good financial governance.
Scope of the Policy
2.1 This Policy applies to:
2.2 It covers all expense claims made in connection with authorised Charity activities.
Principles of Expenses Reimbursement
3.1 Expenses will only be reimbursed where they are:
3.2 Expenses must not be used as a substitute for remuneration.
Eligible Expenses
4.1 Eligible expenses may include, but are not limited to:
4.2 All expenses must be incurred in accordance with this Policy.
Travel and Transport Expenses
5.1 Travel should be:
5.2 Reimbursable travel expenses may include:
5.3 First-class or luxury travel will not normally be reimbursed unless pre-approved.
Accommodation and Subsistence
6.1 Accommodation expenses must:
6.2 Subsistence expenses may include:
6.3 Alcoholic beverages will not normally be reimbursed.
Trustee Expenses
7.1 Trustees may claim reimbursement for:
7.2 Trustee expenses must:
Volunteers and Employee Expenses
8.1 Volunteers may claim reimbursement for reasonable out-of-pocket expenses.
8.2 Employees may claim expenses in accordance with employment contracts and this Policy.
Non-Reimbursable Expenses
9.1 The following will not normally be reimbursed:
Authorisation and Approval
10.1 Expense claims must:
10.2 No individual may authorise their own expenses.
Claims Process and Documentation
11.1 Expense claims must:
11.2 Electronic copies may be accepted where appropriate.
Payment of Expenses
12.1 Approved expenses will:
12.2 Payments will be recorded in the Charity’s financial records.
Tax and Regulatory Considerations
13.1 Expenses will be reimbursed in accordance with:
13.2 The Charity will ensure appropriate reporting where taxable benefits arise.
Monitoring and Control
14.1 Expense claims will be:
14.2 Irregular or excessive claims may be investigated.
Breaches of the Policy
15.1 Misuse of the expenses system may result in:
Monitoring and Review
16.1 This Policy will be reviewed:
16.2 Any amendments must be approved by the Board of Trustees.
Conclusion
By adhering to this Expenses Policy, [Charity name] ensures that expenses are reimbursed fairly, transparently, and responsibly, supporting participation while safeguarding charitable funds and maintaining public trust.
Signed: ………………………………………
Chair of the Board of Trustees
Date: ………………………………………
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Naail & Co provides these policy templates solely as guidelines or standard templates to assist charities in developing their own policies in accordance with Charity Commission England & Wales compliance. These templates are not intended to serve as legal or professional advice, and Naail & Co cannot be held responsible or liable for any outcomes arising from their use. It is essential that each registered charity carefully tailors and customizes these policies to reflect its specific needs, structure, and legal obligations. We strongly recommend that charities seek independent legal or professional advice to ensure compliance with all relevant laws and regulations.
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