Reimbursement

REIMBURSEMENT OF EXPENDITURE POLICY

Context

U3A Clarence Inc is a cooperative learning community for retired and semi-retired people, run by volunteers on a non-profit basis. It offers a wide range of courses, presented by members and other volunteers who take on roles such as class Tutor, membership of sub-committees or the Committee of Management. On occasion volunteers incur expenses conducting the business of the organisation, including the delivery of courses.

Purpose

This policy informs members of U3A Clarence of their entitlements associated with reimbursement of expenses incurred by them in the conduct of U3A business.

Policy

A member of U3A Clarence Inc will not be out of pocket as a result of incurring expenses associated with the carrying out of U3A business where such expenses are reasonable and have been approved by the Treasurer prior to expenditure.

Procedure

Reimbursements for items such as stationery, photocopying, materials and consumables are made by the Treasurer upon the production of a claim form and receipts

Payment of a travel allowance is offered to class Tutors who travel from outside a radius of ten kilometres at a mileage rate determined at the beginning of each calendar year by the Committee of Management and updated as necessary in the Tutor Notes.

All payments are made by cheque, signed by two signatories to the U3A account, excluding the member being reimbursed.

Responsibilities

The Committee of Management of U3A Clarence Inc is responsible for

  • Determining the annual mileage rate to be offered to class Tutors

The Treasurer of U3A Clarence Inc is responsible for

  • authorising expenditure by members

  • reimbursing members upon production of a claim form, maintaining records or reimbursements and seeking ratification of payments at meetings of the Committee of Management.

Policy Review Date: March 2021

Related Documents

U3A Clarence Inc’s: Tutor Notes

Internal Controls (November 2016)