Expenses Policy

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  • 1. Scope
  • 1.1. The policy sets out the rules for claiming travel, accommodation, subsistence and other expenses incurred in connection with MOTG/WS objectives.
  • 1.2. The policy applies to all volunteers
  • 1.3. The policy applies to all activity unless more restrictive financial limits are stipulated by a funder for example when we receive a grant.
  • 1.5. The policy was approved by on 2018
  • 1.6 The policy will be sent to all volunteers by email

  • 2. Principles
  • 2.1. Responsibility for compliance with this policy rests with the volunteers who wish to make a claim, (“the claimant”) and for the agreement to and reimbursement of expenses with the Chair of MOTG/ WS
  • 2.2. MOTG/WS assumes no obligation to reimburse expense claims that are not compliant with this policy.
  • 2.3. MOTG/WS will reimburse claimants for expenses which they wholly, necessarily and exclusively incurred in the course of official MOTG/WS work which is agreed with the Chair or Vice Chair ( authoriser) in advance of expenses being arising.
  • 2.4 Only actual costs will be reimbursed and will require receipts to be submitted.
  • 2.5 Claimants and the authoriser must ensure that economy, efficiency and effectiveness are achieved in respect of all expenses incurred without compromising personal safety.

  • 3.Processing
  • 3.1 Claimants should submit expense claims within three months of the expense being incurred except where there is an acceptable reason for delay.
  • 3.2 Foreign currency payments should be converted to sterling at the nearest applicable exchange rate to the date of the transaction and claimed in sterling including any charges.

  • 4.Travel
  • 4.1 Volunteers must use the cheapest form of public transport e.g. standard class rail travel. If there are exceptional circumstances where a taxi, or air travel are required these MUST be agreed with the Chair or Vice Chair if the Chair is not available, in advance.
  • 4.2 Volunteers can only use a private car where they can show that this is cheaper than the use of public transport and more efficient. The use of private cars for long journeys (i.e. over 100 miles for a return journey) is not normally economic. Exceptions are where there are a number of MOTG/WS volunteering passengers , very heavy or bulky equipment is carried, there are multiple destinations, public transport is impractical.
  • 4.3 If private vehicles are used a rate of 40p per mile for private cars can be claimed if the purpose has been agreed in advance. Such cars must be fully insured and have an MOT.

  • 5.Accommodation
  • 5.1 If booking accommodation is required by MOTG/WS of a volunteer the choice must provide value for money
  • 5.2 Volunteers cannot claim expenses for arranging private accommodation with friends or relatives as this would be a taxable benefit under HMRC rules.

  • 6. Meals
  • 6.1 If meals exceed that normally paid by a volunteer for lunch or dinner when undertaking pre-agreed MOTG/WS work then a maximum allowance of £5 for lunch or £8 for dinner is allowed with receipts
  • 6.2 Alcohol cannot be claimed as part of a meal claim or at any other time

  • 7. Entertaining
  • 7.1 No expenses can be paid by MOTG/WS for entertaining on behalf of MOTG/WS unless the costs and the purpose have been agreed by the Chair in advance

  • 8. Other costs
  • 8.1 MOTG/WS will not pay for memberships, subscriptions, gifts, seasonal events and cards

Ethical Fundraising Policy

The Newington Green Action Group Mary on the Green Campaign (MOTG) is dedicated to the raising of a memorial to Mary Wollstonecraft. To help guarantee the availability of funds to pay for this work, the MOTG aims to maintain a broad base of different sources of funding. The purpose of this policy is to ensure clarity and openness to all our stakeholders.

Context

We actively seek opportunities to work together with external organisations and individuals to achieve the shared objective of a memorial. However, it is vital that we maintain our independence and do not allow any external partnership to bring the name of the MOTG into disrepute.

The MOTG therefore accepts financial support from, and partnership working with, companies and individuals on the following conditions:

  • The NGAG Trustees or their delegated representative and the MOTG Chair are satisfied that no adverse publicity will result from accepting such support
  • There is no attempt on the part of the company or individual to influence MOTG actions either explicitly or implicitly in any manner would undermine the primary objective
  • That initiatives do not compromise the independent status of the MOTG.
  • The MOTG will not promote any products or services knowingly linked to matters which contradict or undermine the philosophy of Mary Wollstonecraft

Avoidance Criteria

The MOTG will not accept financial support or partnerships with companies involved with any of the following activities:

  • The manufacture or distribution of tobacco
  • The sale of personal data
  • The promotion of high fat sugar salt foods
  • The sale of military hardware or which have been associated with abuse, inequality or exploitation

Acceptance Criteria

When deciding whether to accept any particular donation, the Trustees of NGAG and Chair of MOTG have a duty to demonstrate to the Charity Commission that they have acted in the best interest of the charity, and that association with any particular donor does not compromise the MOTG ethical position, harm our reputation or put future funding at risk.

The NGAG/MOTG complies with all relevant legislation including money laundering rules, the Bribery Act and Charity Commission guidance, including terrorism and political activity. The MOTG therefore would not accept any of the following where the donation:

  • Was known to be associated with criminal sources
  • Would help further a donor’s personal objectives, which conflict with those of the MOTG
  • Would lead to a possible decline in support for the MOTG or her sister legacy charity The Wollstonecraft Society, and so risk a fall in the resources available
  • Would otherwise significantly damage our reputation

Transparency

The MOTG will undertake to communicate this policy to all its stakeholders by presence on the websites of NGAG and MOTG.