However, this does NOT mean that the cheapest goods/services must always be purchased. similar to) the costs of alternatives of similar quality and suitability-for-purpose. Thus, the cost incurred must be competitive with (i.e. “Reasonable” means that the cost of the expense must be commensurate with prudent, value-for-money use of UKCWC’s funds to promote and deliver its charitable purposes. “Necessary” means that the charitable activity could not have been undertaken efficiently and effectively without incurring the expenditure the bus fare for a journey cannot be claimed if the claimant had decided to leave earlier and walk the journey instead “Actually” means that the claimant actually incurred the claimed expenditure, e.g. However, taxation law does NOT permit paid employees to claim travel expenses from their home to their normal place of work. However, UKCWC reserves the right to change these expenses policy and procedures with minimal or no notice when reasonably expedient to do so.Įmployees and volunteers are entitled to be reimbursed by UKCWC for all travelling and other expenses actually, necessarily, reasonably and incidentally incurred by them in carrying out their duties, on submission of an appropriately authorised claim form and relevant supporting point-of-sale receipts. Whenever possible UKCWC will give appropriate advance notice of any such changes. UKCWC reserves the right to change its expenses policy and procedures to maintain consistency with current accepted best practice, and otherwise to meet the needs of the charity. Instead they are accounted for as part of the charity’s general expenditure in the usual way. Note that although claims for the reimbursement of purchases which have been personally and properly made on behalf of UKCWC are usually made together with claims for the reimbursement of out-of-pocket expenses, they are not counted as expenses. In all cases, it is important to ensure that the reimbursement of out-of-pocket expenses is not – OR DOES NOT APPEAR TO BE – a disguise for making income payments (remuneration) to the recipient(s). Some sections of this policy have been taken verbatim from that publication (Crown copyright acknowledged.) This policy are based on the Charity Commission’s guidance on reimbursing out-of-pocket expenses incurred by Trustees as in its publication “Trustee Expenses and Payments” (CC11). This policy applies to all persons involved with UKCWC, though employees, if applicable, are also subject to taxation law in relation to such payments. All Trustees, Members, Staff, and Volunteers are entitled to be reimbursed for out-of-pocket expenses which they legitimately incur while promoting and supporting the delivery of the objects of UK Chinese Women Connect Association (UKCWC).
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