Expenses Policy 

  

Company Name: Teachers Together Ltd (“the Company”) 

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Use: Internal Policy

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Model Policy No.  EX1

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Model Policy Name: Expenses Policy 

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Date: February 2025

 

Version: 1.0

 

 

1. Overview

 

This policy deals with claims for reimbursement of expenses, including travel, accommodation and hospitality.

 

This policy covers all staff, including: employees, officers, consultants, contractors, volunteers, interns, casual workers and members.

 

This policy does not form part of any staff member’s employment contract and we may amend it at any time.

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2. Reimbursement of expenses

 

We will reimburse expenses properly incurred in accordance with this policy. Any attempt to claim expenses fraudulently or in breach of this policy may result in disciplinary action.

 

Expenses will only be reimbursed if they are:

• Submitted to your line manager on the appropriate claim form;

• Submitted within 28 days of being incurred;

• Supported by relevant documents (e.g. VAT receipts, tickets, and credit or debit card slips or any other appropriate evidence of payment); and

• Authorised in advance where required.

 

Claims for authorised expenses submitted in accordance with this policy will be paid directly into your bank/building society account or via payroll.

 

Any questions about reimbursement of expenses should be put to your line manager before you incur the relevant costs.

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3. Travel expenses

 

We will reimburse the reasonable cost of necessary travel in connection with our business. The most economic means of travel should be chosen if practicable and you should use existing travel cards or season tickets wherever possible.

The following are not treated as travel in connection with our business:

• Travel between your home and usual place of work;

• Travel is mainly for your own purpose; and

• Travel which, while undertaken on our behalf, is similar or equivalent to travel between your home and your usual place of work.

 

Trains

We will reimburse the cost of standard class travel on submission of a receipt with an expenses claim form.

 

Taxis

We do not expect you to take a taxi when there is public transport available, unless it is cost effective due to a significant saving of journey time or the number of staff travelling together. A receipt should be obtained for submission with an expenses claim form.

 

Car

Where is it cost effective for you to use your own car for business travel and you have been authorised to do so, you can claim mileage allowance on proof of mileage. The current company mileage rate that can be claimed is the current HMRC rate per mile. You can also claim for any necessary parking costs which must be supported by a receipt or the display ticket.

 

Air Travel

If you are required to travel by plane in the course of your duties you should discuss travel arrangements with your line manager in advance.

 

We will not reimburse penalty fares or fines for parking or driving offences, other than at our discretion in exceptional circumstances.

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4. Early travel, accommodation and overnight expenses

 

You are entitled to be reimbursed when required to start work before 07:00am and / or you are required to stay away overnight in the course of your duties. Overnight accommodation may be necessary if the duty requirement is located 70 miles or more away from your normal workplace. You should discuss accommodation arrangements with your line manager in advance.

 

We will reimburse your reasonable out of pocket expenses for overnight stays provided they are supported by receipts as follows:

• Breakfast up to a maximum of £10 a day

• Lunch £10 and an evening meal £25 including non-alcoholic drinks, £35 a day for an evening meal.

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5. Entertaining clients

 

You may entertain actual or prospective customers only where your proposal and an appropriate budget has been agreed in writing in advance with your line manager. Receipts must be submitted in full with your expenses claim.

 

You must also ensure that the provision of any such hospitality in the circumstances complies with our Anti-Corruption and Bribery Policy.

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