URC (HANTS & SW) EXPENSES POLICY AND RATES
AS AT 9 FEBRUARY 2025
INTRODUCTION
1. Whilst many folk give freely of their time and effort for charities and voluntary organisations, such organisations often pay expenses to their volunteers on the premise that they should not be significantly out of pocket in the roles they undertake. Equally it is recognised that claiming those expenses is entirely at the discretion of the volunteer. Over several years the URC(H&SW) Committee has approved the payment of expenses for different activities. Those decisions are recorded in the Minutes of the meeting at which each decision was made which makes it difficult to recall what was decided at what time.
2. This document collates all the decisions made to date: shows what they are and when they were agreed. It will be amended as and when required and will be reviewed annually by the Committee at the meeting held in February. After approval, and in the interests of transparency, this document will be uploaded to the website.
3. Current Rates. The rates approved by the Committee at the annual review are shown at Annex A.
4. Authority to Make Decisions. Decisions relating to the payment of expenses will under normal circumstances be made by the full Committee. However, on rare occasions it may be necessary for a decision to be made “out of Committee”. In those instances authority is delegated to a sub-set of the Committee consisting of the Chair, Treasurer and one other Officer, eg Secretary, Training Co-ordinator, Working Test Secretary. Decisions made “out of Committee” will be reported to the full Committee at the next Committee meeting.
COMMITTEE EXPENSES
5. As a generality all members of the Committee can claim reimbursement of expenses necessarily incurred as part of their role, eg buying refreshments for a Working Test. However, Out of Pocket Expenses are specifically authorised for the following appointments:
a. Secretary
b. Treasurer
c. Working Test Secretary
d. Training Co-ordinator
As an alternative these Officers can waive claiming Out of Pocket Expenses and reclaim actual expenditure on production of receipts.
6. Purpose of Out of Pocket Expenses. It is recognised that various small expenses are incurred by Officers which are difficult to accurately quantify, eg short phone calls; use of personal stationery; the occasional postage stamp. Payment of an annual amount therefore reimburses the individual for these items. However, claims for mileage can still be submitted (in accordance with club rules) and also for significant “one-off” items, eg purchasing new dummies. It should be noted that, an individual who is in receipt of Out of Pocket expenses may be required to provide proof of expense to HMRC if requested; this is the responsibility of the individual and not of URC (Hants & SW).
MILEAGE
7. Mileage is paid for various activities, currently:
a. Working Tests – Organisers and Helpers. Where not in receipt of Out of Pocket expenses, Committee members can claim mileage for setting up a Working Test but not for the actual event itself. However, in setting up the Test, the return trip from the event organiser’s home to the venue must exceed 50 miles as assessed by Google Maps by the most direct route, with a maximum claim being £35.00, ie up to 100 miles in excess of 50 miles. Helpers can only claim mileage using the same formula if they are assisting with setting up the Working Test but not for the actual event itself. This was agreed in Committee in April 2022.
b. Working Tests – Judges. In September 2015 the Committee decided that mileage would be paid to Judges at Working Tests with effect from 1 January 2016.
c. Representing the Area in a Team event. In September 2015 the Committee decided that mileage would be paid to members representing the Area at a Team event with effect from 1 January 2016.
TRAINING EXPENSES
8. The success of training is partly dependent on attracting experienced trainers and willing helpers. We “market-test” what surrounding clubs are paying in order that our offer is in line with what trainers and helpers are paid elsewhere. Trainers and one helper per trainer are paid for both Day Training events and for the Evening classes. No mileage is paid to either Trainers or Helpers.
TEAM EXPENSES
9. Through the Summer members represent Hants & SW at various Team events:
a. Inter Counties. Usually late April. Hosted by the previous year’s winners. Venue varies. Team is 3 handlers/dogs plus a non-travelling Reserve.
b.Retriever Challenge. Late May Bank Holiday Monday. As part of Sherborne Castle Country Fair. Team is 4 handlers/dogs.
c. Southern Inter Club. Usually late June. Hosted by the previous year’s winners. Venue varies. Team is 3 handlers/dogs.
d. URC Area Finals. Usually late June/early July. Hosted in rotation by the Areas. Team is 3 handlers/dogs plus a non-travelling Reserve.
10. Eligibility. Team expenses are paid for one night’s B&B, an Evening Meal Subsidy, and one return journey. Team members will be eligible to claim Team Expenses if the anticipated journey time is in excess of 2 hours or 100 miles as assessed by Google Maps by the most direct route from the competitor’s home to the event venue. If the venue is significantly further away the decision on whether to pay a second night’s B&B rests with the Committee and will be recorded in the Minutes of the relevant meeting.
11. Claims. All claims for reimbursement must be supported by receipts. Repayment will be up to the maximum authorised, or the actual amount spent if less than the maximum. In the event that a team member is only able to secure accommodation that costs in excess of the rates authorised by the Hants & SW Committee, and they cannot afford to pay the balance, they may ask the Chair and Treasurer to consider reimbursement of the actual costs. The application MUST be made at the earliest opportunity in advance of the event, and before the team member books their accommodation. If the Chair and/or Treasurer is able to find suitable accommodation within a reasonable distance from the event venue and within the authorised rates the request will be denied.
12. Mileage. The extant rate per mile will be paid for a return journey.
13. Accommodation. The rate for accommodation will be based on the extant cost of a local Travelodge and will include the rate for having a dog in the room plus the cost quoted by Travelodge for a breakfast.
14. Evening Meal Subsidy. A subsidy for the evening meal the night before the competition will be paid.
15. Committee or Officer Support to Teams. If an Area Officer or Committee Member is required or wishes to support a Team, eg Area Finals, and wishes to claim similar expenses, this will need to be justified and agreed by the Committee. The decision will be recorded in the Minutes of the relevant meeting.
16. Annual Committee Approval. As the venue for each competition is usually known in the previous year the Treasurer and Chair can assess the likely costings, including for 2 night’s accommodation if it felt this might be required. The costings will be presented to the Committee for approval at the February meeting.
17. This policy was agreed by the Committee in September 2024.
GIFTS IN LIEU OF EXPENSES
18. Members, including Committee members, who help at Working Tests are offered a modest gift in lieu of expenses. The budget for this is set by the Committee each year. Committee Members responsible for organising Working Tests are not eligible to be given a similar gift for the Test they organise. This policy was agreed at the Committee meeting on 19 January 2025.