Charity Trustees Expenses Claim Form
This Charity Trustees Expenses Claim Form is a template for use by a charity which reimburses any type of expenses incurred by its trustees. It can be adapted and used by any charity. It is relatively detailed but where a charity needs only a simpler form, e.g. where the types of expenses that are incurred by any trustees are likely to be quite limited, it can easily be simplified by making appropriate deletions.
This template is designed to work in conjunction with a written trustees’ expenses policy such as the accompanying Charity Trustees Expenses Policy template. That form is cross referenced to this form. Full details of the types of expense claimable and the time within which they will be paid to trustees can be set out in that policy and a copy made readily available to all trustees.
As a general rule it is recommended that charities should reimburse their trustees for all expenses properly incurred by them in the course of their trustee duties. It is also recommended that charities ensure that they have a process for reimbursing expenses claims very soon after they are submitted.
A suitable expenses reimbursement policy can assist the charity to recruit and keep trustees, especially in times of rising costs. Without such a policy and also an adequate process to enable full and prompt reimbursement of expenses, prospective trustees might be unwilling or unable to offer their time to your charity. In particular, if your charity does not reimburse all travel and other expenses, your charity might find recruitment of trustees more difficult, especially if expenses incurred for travel to and from home are not reimbursed. Potential trustees who live at a distance from the location where they would be carrying out their trustee duties might be disinclined to offer to serve as a trustee.
This template is in open format. Either enter the requisite details in the highlighted fields or adjust the wording to suit your purposes.
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