Buying and expenses policy
1. Spending under different project heads will be authorised in the first place at WRT team meetings. Project leads will be expected to provide:
a statement of spend against the budget for their project and
seek advance authority for buying specific major items or incurring expenses.
2. Levels of authorisation for cash outgoing under each different project head will be set in advance and reviewed each year by the Trustees.
3. Every purchase decision over £100 must be authorised in advance by the project lead and every purchase above £ 500 must be backed by at least 2 prices from different suppliers.
4. Any close connection of the supplier with one of, or any of, the Executive team members must be declared and minuted at the executive meeting.
5. No commitment will be given to a supplier before team authority (under 1-4 above).
6. The Trust will not re-imburse any team member or anyone working on behalf of the trust for any purchases not authorised under 1-3
7. Payments for items bought on behalf of the Trust will generally be made either from the Barclays Sae Wylfing charge card or by our bookkeeper – against an invoice, purchase order or receipt.
8. Volunteers may pay for items bought on behalf of the Trust but will not be expected to pay from their own resources for any purchases costing more than £20. Where purchases are made on the Trust’s behalf, individuals should submit the receipt together with a note about which project the item is for (eg fitout, workshop, skiff building) to the bookkeeper for reimbursement.
1. Expenses will be paid for any trip authorised by the Board or project lead, for the method of transport, and for the number of people authorised.
2. The level of expenses will be agreed in outline for each trip, but any extra or higher cost items will be accepted only at the Trustees’ discretion.
3. In general, the Trust will not pay mileage charges, business or first-class fares.
4. Non-travelling expenses must be agreed before spending is incurred, unless not material. The level of materiality is a matter of common sense and with reference to the budget for each project and the Trust’s state of liquidity.
5. If a decision is taken to spend on items that are not material, without specific authorisation, the Trust will re-imburse the expense in general, but responsibility rests with the spender.
6. Payments for expenses incurred on behalf of the Trust will generally be made either from the Barclays Sae Wylfing charge card or by our bookkeeper – against an invoice, purchase order or receipt.
7. Volunteers may pay for expenses incurred on behalf of the Trust but will not be expected to pay from their own resources for any expenses over £20. Where expenses are incurred on the Trust’s behalf, the bookkeeper will arrange reimbursement against:
together with a note about which project the expense relates to (eg fitout, workshop, skiff building)
Reviewed June 2018