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Stephen Hawking School

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Allowance and Expenses Policy

Scope and Applicability

The School Governance (Roles, Procedures and Allowances) (England) Regulations 2013 applies to all maintained schools. The regulations make provision for allowances to be paid for certain expenditure necessarily incurred by individual Governors or associate members when carrying out their duties.

The Governing Body acknowledges that Governors cannot be paid an attendance allowance (i.e. payment for attending meetings), or loss of earnings.

Any claim for expenses has to be met from the school’s delegated budget. Payment may be made from any other source of income to the school as long as the person providing those funds is made aware that they might be used for the purpose. Providing that only actual expenditure is reimbursed Governors would not be liable for tax.

The Governing Body believes that this would be an appropriate use of school funds as it would help to ensure equality of opportunity to serve as Governors to all members of the community.

This policy applies equally to all categories of Governor.

Types of allowable expenses

Examples of where a claim may be made for incurred expenses include the following:

Child care or babysitting
• Claims for the actual cost of reimbursement to a child-minder or babysitter may be made whilst the governor is attending meetings of the Governing Body or its committees or other agreed activities, such as training events.
• Appropriate proof of payment should be submitted.
• This excludes situations where the individual has a spouse, partner or other responsible adult who normally lives in the family home to care for his/her child(ren).

Care arrangements for an elderly or dependent relative
• Cost may be claimed for situations similar to those for child care.

Telephone charges, photocopying, stationery, etc

• Where a Governor is unable to use the school’s facilities for any of the above, a claim for reimbursement may be made.
• Receipts must be kept where appropriate; in all other cases a detailed written record should be made and submitted.

Travel and subsistence
• Only in the event that a Governor is travelling outside of the London Borough of Tower Hamlets on school business should a claim be made.
• Where public transport is used, the actual cost of the expenditure will be reimbursed, up to standard class rail travel.
• Where it is not possible to use public transport the actual cost of a taxi fare will be reimbursed. Receipts will be required.
• Mileage claims will be reimbursed at the level of the rates published by HM Revenue and Customs.
• Claims for subsistence allowances, i.e. for meals that would not otherwise have been purchased (up to the value of £5.00) or car parking charges that would not otherwise have been incurred, will be reimbursed upon the production of a receipt.
• Claims for subsistence to and from Governors meetings will not be honoured

Special Needs
• Any extra costs incurred by Governors in carrying out their duties because they have special needs.

Other
• This list is not exhaustive and the Governing Body will consider the reimbursement of other justifiable expenses on a case by case basis.

Making a claim

To minimise administrative burden for the school, Governors should claim in arrears on a termly basis unless the amount to be claimed is substantial. Claims outside of the financial year in which they occurred will not be honoured.

Claims should be submitted on the appropriate claim form (Governors claim form is attached at the end of the policy) and receipts must be provided. The claim form and receipts should be authorised by either the Chair of the Resources and Strategic Development Committee or the Headteacher and submitted to the school office for payment.

All claims will be reimbursed by cheque.

Since expense payments form part of the expenditure of public funds, claims will be subject to independent audit as is all school expenditure. If claims appear to be excessive or inconsistent the Chair of Governors may ask for further details.

Agreed by Governors 6 December 2016