Uphill Community Primary School
Governors’ Allowances Policy Date Ratified: 31 March 2016 Review Due: Spring 2017
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Governor Expenses Policy GOVERNORS’ ALLOWANCES (SCHEMES FOR PAYING) POLICY Governors and associate members may claim allowances in respect of actual expenditure incurred whilst attending meetings of the Governing Body and its committees, undertaking governor development and otherwise acting on behalf of the governing body. Governors cannot claim attendance allowance or for actual or potential loss of earnings or income. All governors and associate members are eligible to claim allowances in accordance with the scheme. Whether each governor or associate choses to make a claim is entirely up to the individual concerned, but they have that right. Eligible Expenses Categories of eligible expenses are as follows:
Childcare or babysitting arrangements where a relative or a partner does not provide these Care arrangement for an elderly or dependant relative where a relative or partner does not provide cover. Telephone charges, photocopying, stationery etc., Travel and subsistence (i.e. reimbursement for meals purchased that would not have otherwise been bought).
Allowance Rates Rates at which allowances are payable are as follows: Childcare and Care Actual costs incurred, up to a maximum of £6.00 per hour childcare and £12.00 per hour for elderly/dependant relative care. Telephone calls, Photocopying, Stationery Actual costs incurred. * See Note 1 Travel In accordance with the Inland Revenue Authorised Mileage Rates (which is not more than 40p per mile for cars and vans and not more than 24p per mile for motorcycles) we will pay 35p per mile for cars and vans. Subsistence If additional expenses are incurred because work as a governor requires taking meals away from your school area, reimbursement will be made for the food/drink items bought on the day claimed.
Governors’ Allowances Policy Date Ratified: 31 March 2016 Review Due: Spring 2017
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Claims In order to provide a clear audit trail, governors claiming allowances should ensure that:
All claims must be submitted to the Chair on the agreed form within one month of the expenditure being incurred (except for telephone calls which should be submitted within one month of the bill). Receipts must be submitted to support claims for reimbursement, e.g. bus ticket, phone bill, taxi receipt, care receipts. In case of telephone calls, an itemised phone bill should be provided, identifying the relevant calls. Or if itemised bills are not available a listing of all calls and approximate duration should be provided.
Financial Management The school’s normal systems for authorising and processing payments will apply to claims made under this scheme, which will be met from the school’s delegated budget. 1. The Finance, Premises & Personnel Committee will review this policy, in view of changes to the published mileage rates approved by the Inland Revenue each year. 2. The Full Governing Body will approve any changes to this policy, following recommendations by the Finance, Premises & Personnel Committee. 3. The Full Governing Body will agree a budget for the payment of governor’s expenses each year. Where allowable expenses are likely to exceed the budget, this should be discussed with the Finance, Premises & Personnel Committee, who have responsibility for monitoring the expenditure against agreed budget. 4. The School Business Manager will commit the expenditure to the relevant budget and keep a record, together with the completed claim forms.
Notes 1. Governors are encouraged to make telephone calls, post letters, make photocopies and obtain stationary from within school to assist in their duties as governor, wherever possible. The school will endeavour to provide access to a computer, with internet capability, to assist governors in their role, at a time to suit both parties. 2. Any claim submitted by the Chair of Governors should be signed off by the Head Teacher.
Governors’ Allowances Policy Date Ratified: 31 March 2016 Review Due: Spring 2017
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3. Re-imbursement of claims will be through the school’s Creditors process and governors will be asked to complete a BACS payment form to facilitate payment.
Governors’ Allowances Policy Date Ratified: 31 March 2016 Review Due: Spring 2017
Page 4 of 5
To the Head Teacher / Chair of Governors of Uphill Community Primary School Claim for reimbursement of governor expenses in accordance with the statutory Governors’ Allowance (Schemes for Paying) policy, for the payment of governors expenses dated: ………….. for the period from: …………. to:………….. Name:…………………………………………………………………. Care arrangements: child care / dependant relative care Date: from:………………. to:…………..…… ……Hrs @ £…… p/h
Total £………..
Signed:………………………(Carer)
Date:…………………
Telephone charges: as per attached itemised bill / call listing Total £……….. Postage ………. letters @ ………. letters @
p each p each
£…….. £……..
as agreed in the minutes or copy letter or certificate of postage attached
Total £……….. Stationery or other expenses: as per attached receipt Total £……….. Travel expenses: meeting / training event Venue:…………………………………Date:…………………. No. of miles………………….
At……p per mile £………..
Subsistence: meals / drinks purchase as per attached receipt Reason for claim:…………………………………………..
£………..
Total Claimed
£………..
Total
Signature of Claimant………………………………..
Date:………..
Signature of Head Teacher / Chair of Governors…………………
Date:………..
Passed to School Business Manager for payment
Date:………..
Governors’ Allowances Policy Date Ratified: 31 March 2016 Review Due: Spring 2017
Page 5 of 5
Page 1 of 5
Governor Expenses Policy GOVERNORS’ ALLOWANCES (SCHEMES FOR PAYING) POLICY Governors and associate members may claim allowances in respect of actual expenditure incurred whilst attending meetings of the Governing Body and its committees, undertaking governor development and otherwise acting on behalf of the governing body. Governors cannot claim attendance allowance or for actual or potential loss of earnings or income. All governors and associate members are eligible to claim allowances in accordance with the scheme. Whether each governor or associate choses to make a claim is entirely up to the individual concerned, but they have that right. Eligible Expenses Categories of eligible expenses are as follows:
Childcare or babysitting arrangements where a relative or a partner does not provide these Care arrangement for an elderly or dependant relative where a relative or partner does not provide cover. Telephone charges, photocopying, stationery etc., Travel and subsistence (i.e. reimbursement for meals purchased that would not have otherwise been bought).
Allowance Rates Rates at which allowances are payable are as follows: Childcare and Care Actual costs incurred, up to a maximum of £6.00 per hour childcare and £12.00 per hour for elderly/dependant relative care. Telephone calls, Photocopying, Stationery Actual costs incurred. * See Note 1 Travel In accordance with the Inland Revenue Authorised Mileage Rates (which is not more than 40p per mile for cars and vans and not more than 24p per mile for motorcycles) we will pay 35p per mile for cars and vans. Subsistence If additional expenses are incurred because work as a governor requires taking meals away from your school area, reimbursement will be made for the food/drink items bought on the day claimed.
Governors’ Allowances Policy Date Ratified: 31 March 2016 Review Due: Spring 2017
Page 2 of 5
Claims In order to provide a clear audit trail, governors claiming allowances should ensure that:
All claims must be submitted to the Chair on the agreed form within one month of the expenditure being incurred (except for telephone calls which should be submitted within one month of the bill). Receipts must be submitted to support claims for reimbursement, e.g. bus ticket, phone bill, taxi receipt, care receipts. In case of telephone calls, an itemised phone bill should be provided, identifying the relevant calls. Or if itemised bills are not available a listing of all calls and approximate duration should be provided.
Financial Management The school’s normal systems for authorising and processing payments will apply to claims made under this scheme, which will be met from the school’s delegated budget. 1. The Finance, Premises & Personnel Committee will review this policy, in view of changes to the published mileage rates approved by the Inland Revenue each year. 2. The Full Governing Body will approve any changes to this policy, following recommendations by the Finance, Premises & Personnel Committee. 3. The Full Governing Body will agree a budget for the payment of governor’s expenses each year. Where allowable expenses are likely to exceed the budget, this should be discussed with the Finance, Premises & Personnel Committee, who have responsibility for monitoring the expenditure against agreed budget. 4. The School Business Manager will commit the expenditure to the relevant budget and keep a record, together with the completed claim forms.
Notes 1. Governors are encouraged to make telephone calls, post letters, make photocopies and obtain stationary from within school to assist in their duties as governor, wherever possible. The school will endeavour to provide access to a computer, with internet capability, to assist governors in their role, at a time to suit both parties. 2. Any claim submitted by the Chair of Governors should be signed off by the Head Teacher.
Governors’ Allowances Policy Date Ratified: 31 March 2016 Review Due: Spring 2017
Page 3 of 5
3. Re-imbursement of claims will be through the school’s Creditors process and governors will be asked to complete a BACS payment form to facilitate payment.
Governors’ Allowances Policy Date Ratified: 31 March 2016 Review Due: Spring 2017
Page 4 of 5
To the Head Teacher / Chair of Governors of Uphill Community Primary School Claim for reimbursement of governor expenses in accordance with the statutory Governors’ Allowance (Schemes for Paying) policy, for the payment of governors expenses dated: ………….. for the period from: …………. to:………….. Name:…………………………………………………………………. Care arrangements: child care / dependant relative care Date: from:………………. to:…………..…… ……Hrs @ £…… p/h
Total £………..
Signed:………………………(Carer)
Date:…………………
Telephone charges: as per attached itemised bill / call listing Total £……….. Postage ………. letters @ ………. letters @
p each p each
£…….. £……..
as agreed in the minutes or copy letter or certificate of postage attached
Total £……….. Stationery or other expenses: as per attached receipt Total £……….. Travel expenses: meeting / training event Venue:…………………………………Date:…………………. No. of miles………………….
At……p per mile £………..
Subsistence: meals / drinks purchase as per attached receipt Reason for claim:…………………………………………..
£………..
Total Claimed
£………..
Total
Signature of Claimant………………………………..
Date:………..
Signature of Head Teacher / Chair of Governors…………………
Date:………..
Passed to School Business Manager for payment
Date:………..
Governors’ Allowances Policy Date Ratified: 31 March 2016 Review Due: Spring 2017
Page 5 of 5
