Expenses Policy

Policy Adopted on 15/04/2021 / Revised on 04/07/2023 and will be reviewed Q2 2024– Revision 2.0

1. Policy Statement

The purpose of the expenses policy is to provide Revive staff with clear guidance on the organisation’s position on the validity of expenses, the procedures for making an expense claim, the controls around the process and the proper authorisation required. Revive has a duty to its stakeholders to ensure that resources are used efficiently and effectively.

2. Reason for Policy

This policy sets out the Revive’s principles and requirements for claiming travel and other expenses incurred on church business, including the use of corporate credit cards. It does so in a fair and transparent way, so that anyone needing to incur expense can understand which claims are permitted and what steps must be taken to ensure reimbursement.

3. Who Should Read This Policy

All staff members

4. Resources

•  This policy is part of the Staff Handbook found on The Way We Work platform – https://twww.revivechurch.uk
• https://assets.publishing.service.gov.uk/government/uploads/system/uploads/attachment_data/file/863177/Trustee_expenses_and_payments_CC11_v2.pdf

5. The Policy

5.1 Policy purpose and scope

We acknowledge that our employees may incur work-related expenses during their time with us. This policy sets out our stance on the scope, authorisation and reimbursement of those expenses.

Expense claims must be supported by receipts to evidence expenditure. In addition, claims will only be processed where the church considers the employee’s expenditure to be reasonable and necessary.

Misuse of the church’s expenses policy is considered to be a disciplinary offence under the church’s disciplinary procedure which may result in the employee’s dismissal.

5.2 Types of expenses

Noted below are the most common types of expenditure for which the church will reimburse the cost. The cost of other expenditure may also be reimbursed; however, employees must always seek authorisation from their line manager before purchase.

5.2.1 Travelling expenses

Employees should:

• consider whether travel is necessary or whether the task could be completed by telephone or video conference
• choose the most cost-effective methods of travel
• ensure their travel is approved by their line manager.

5.2.1.1 Car mileage

Business mileage may be claimed at the following prevailing rates:

• Own car = 45p per mile

There will be no reimbursement of home to office mileage and return, except in the case of home-based employees travelling to church premises for a business purpose. The equivalent home to church mileage should be deducted from other claims.   

5.2.1.2. Rail and air travel

Where such travel has been approved and it is necessary to undertake travel at extremely short notice, any travel paid direct by the employee will be reimbursed through the expense claim process, for which a receipt must be provided.

Best practice should be to purchase travel in advance of the date to maximise the preferential rates available.

5.2.1.3 Parking, road tolls, underground, taxi and bus fares

Parking, road tolls, underground, taxi and bus fares will be reimbursed as appropriate, but usage must be appropriate and supported by receipts.

Expenses incurred when travelling from home to your usual/designated place of work will not be reimbursed.

5.2.2 Accommodation and allowances

Overnight accommodation will only be approved when significant travel has to be undertaken and will only be authorised in respect of early morning work. 

In certain circumstances, the church will provide you with an overnight accommodation allowance. Where overnight accommodation is authorised and booked, this will take the form of bed and breakfast accommodation only.  The reasonable cost of an evening meal and two drinks will be reimbursed which must be supported by a relevant receipt. 

When on a work-related trip away from the employee’s home/normal work town, the church will provide a £20 lunch allowance.

5.2.3 Credit card

Church credit cards are to be used for work-related purposes including but not limited to reasonable travelling expenses, reasonable accommodation costs and entertaining expenses.

You should add all expenses with all receiptsincluding VAT receipts, within 30 working days of the date on which your account statement is received on to the expenses app or submit via TWWW.

You are not permitted to use the church credit card for personal use. Any accidental use must be notified to your Line Manager as soon as possible.  Any unauthorised personal transaction via your church credit card will automatically be deducted from your next salary payment. This is an express written term of your contract of employment. Under no circumstances should a church credit card be taken on holiday or abroad.

When using a church credit card, you are an ambassador of the church therefore you should deal with all transactions courteously and professionally.

On termination of employment, your church credit card should be handed in to your Line Manageron your last date of employment.

5.2.4 Phone calls

Where required Church mobile phones are provided to you in order for you to fulfil your duties professionally and efficiently. The mobile phone provided does not belong to you. It is to be used strictly for work-related purposes, only except in the case of an emergency.

We reserve the right to monitor church mobile phone use to ensure compliance with our policy and any personal use will be recharged back to you.

We also provide access to VoIP (Voice over Internet Protocol) which is how our phone system operates and can be access and used via your own Smartphone. 

5.3 Expense claim procedure

We have 2 options for submitting expense claims:

5.3.1 Mobile App

For staff who have a lot of expenses and use Church credit cards we provide a mobile app that syncs into our accounting system for you to submit expense receipts and categorise. This can be requested via accounts@revivechurch.uk.

5.3.2 Claim Forms

Online claim form is available on TWWW.  Employees will have access to an Expenses app (XeroMe) that all expenses should be submitted through. Employees should send the completed form to the Finance Coordinator for authorisation. The claim will then be passed to Accounts for processing, and claims submitted by the 1^st of the month will normally be reimbursed in next payroll run.

The claim form should be submitted within 30 days of the expense being incurred; with the appropriate supporting receipts, vouchers, mileage record or other proof that they have been incurred; and otherwise complies with the above rules for reimbursement. Your Line Manager should sign the form before submission.

Records of personal travel and entertaining claims should be kept for two years following the end of the relevant income tax year.

5.4 Manager responsibilities

When authorising travel plans, managers should ensure that the plans are the most cost-effective method to be used, and that all travel and entertainment cost is pre-authorised. Claim forms should not be signed off without thorough inspection that all costs are reasonable and supported by valid evidence.