Charity Trustees Expenses Policy
This Charity Trustees Expenses Policy is a template for use by a charity which wishes to adopt a policy about reimbursement by the charity of expenses incurred by its trustees. It can be adapted and used by any charity.
It is relatively detailed but where only a simpler form is needed, e.g. if the charity is relatively small or the types of expenses incurred by trustees are likely to be quite limited, it can easily be simplified by making appropriate deletions and other amendments.
This template is designed to work in conjunction with an expenses claim form such as the accompanying Charity Trustees Expenses Claim Form. That form is cross-referenced to this form.
This Charity Trustees Expenses Policy document sets out details of the charity’s policy, how trustees can claim expenses, how they will be reimbursed, the types of expense claimable, the scope of claimable travel, accommodation, subsistence, telephone, internet, and childcare / carer / professional carer expenses claimable, and an outline of how the charity will deal with the personal information provided by the trustee on their expense claim forms.
A suitable trustee expenses policy can assist the charity to recruit and keep trustees, especially in times of rising costs. Without it, some prospective trustees might be unwilling or unable to offer their time to your charity. In particular, If your charity does not reimburse expenses, your charity might find recruitment of trustees more difficult, especially where travel expenses to and from home are not reimbursed and any potential trustees live at a distance from the location where they would be carrying out their trustee duties.
As a general rule it is recommended that charities 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 standard expenses claim form and a clear and efficient process for reimbursing expenses claims soon after they are submitted by trustees.
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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