Expenses Policy

Purpose

Tower Block Radio may reimburse reasonable, necessary and pre approved expenses incurred while carrying out approved Tower Block Radio activity.

Scope

This policy applies to:

• Volunteers.
• Staff.
• Contractors where agreed.
• Workshop facilitators.
• DJs or contributors where expenses are agreed in advance.
• Community representatives.
• Project workers.

Key rule

Expenses must be approved in advance unless there is an emergency. Tower Block Radio may refuse claims that were not approved, are unreasonable, lack receipts or are outside the agreed budget.

Claimable expenses

Approved expenses may include:

• Public transport.
• Mileage where agreed.
• Parking where necessary.
• Basic subsistence for long activity days.
• Approved accommodation.
• Workshop materials.
• Approved equipment or supplies.
• Accessibility related travel support where agreed.
• Printing or postage.
• Other project costs agreed in advance.

Non claimable expenses

Tower Block Radio will not normally reimburse:

• Alcohol.
• Fines or penalties.
• Luxury travel.
• Unapproved taxis.
• Personal items.
• Gifts without approval.
• Unauthorised equipment.
• Costs unrelated to Tower Block Radio activity.
• Lost personal property.
• Expenses without receipts unless agreed.

Travel

Volunteers and contributors should use reasonable low cost travel options where possible. Taxis should be approved in advance unless needed for safety, accessibility or emergency reasons.

Mileage

If mileage is paid, Tower Block Radio will set a mileage rate and publish it internally. Drivers are responsible for having a valid licence, insurance, MOT and safe vehicle.

Subsistence

Food or drink expenses must be reasonable and linked to approved activity. Alcohol will not be reimbursed.

Receipts

Claims must include receipts or proof of payment. Screenshots may be accepted where appropriate.

Claim deadline

Claims should be submitted within 30 days of the expense unless agreed otherwise.

How to claim

Expense claims should include:

• Name.
• Role.
• Date.
• Activity.
• Description of expense.
• Amount.
• Receipt.
• Bank details where needed.
• Approval reference or approving person.

Payment

Approved expenses will be paid by bank transfer where possible.

Fraudulent claims

False or inflated claims may result in removal from Tower Block Radio activity and further action.

Review

This policy will be reviewed annually.