Cost should not be a deterrent to being a volunteer. Whilst
individuals may choose to waive costs at times, neither volunteers nor
staff should incur unwelcome expenses through their support of Scouting.
It is the responsibility of volunteers and staff to ensure that they
use the most cost-effective method of delivering their duties. The
policy is designed to recompense out-of-pocket expenditure, but everyone
should be mindful of the cost to Scouting of their actions.
Please
speak to the Treasurer or GLV for the exact list of acceptable
expenditures BEFORE any large purchases, whether via personal money or
pre-paid cards.
General Authorisation and Reimbursement rules
- Nobody should authorise their own or a family member’s expenses.
- Reimbursement will be via electronic banking, so if you change your banking details, please inform the Treasurer as soon as possible.
- Officials Authorised to Sign Expenses Claims: Chair, Treasurer, Group Lead Volunteer
Personal Money Expenses claim
- Pass on all receipts to the treasurer
- Receipts must ideally be submitted within 3 months and ahead of the end of August (year-end)
- Receipts can be scanned/photographed for quick processing of the claim, but can originals please be retained until the Treasurer has confirmed receipt or paid the claim (in case of a lack of clarity)
- Reimbursement will happen as quickly as possible; however, please get in touch with the treasurer if payment is urgent. We typically pay bills weekly.
Cash advance
- If a volunteer requires cash to purchase goods or services (e.g. camp expenses) on behalf of the group or section, then speak to the treasurer.
- The volunteer receiving the money must sign to say they have received it.
- After the activity, the volunteer must give receipts and the remaining balance to the Treasurer.
Group cheque books
- Cheques for Expenses – A section leader cannot write group cheques to themselves to pay for their personal expenses. As a group, we are promoting online payments for security, transparency of expenditure, and to avoid accusations of fraud. If a cheque is required, then the treasurer or GLV has to write and countersign.
- Cheques for Purchases – if a Group cheque is used to pay for purchases such as equipment or camp sites, then please give the receipt to the Treasurer.
- Number of Signatories – Each cheque needs to be signed by two signatories. Any person in a close personal or family relationship must not sign the cheque of another party to that relationship. This is for the protection of those individuals against claims of misappropriation.
- Approved Signatories for cheques on group account – GLV, Treasurer, Chair & Seeonnee Cub Team Leader.
Prepaid Cards
The use of the pre-paid cards is to
- make basic payments for weekly meet activities easier for volunteers
- Reducing volunteer financial commitment
- allowing flexibility on camps and activities, and reducing the risk of volunteer members carrying large amounts of cash
Please note that the use of these cards is still governed by the rules
of acceptable expenditure and MUST HAVE VALID RECEIPTS. The cardholder
is responsible for photographing/attaching receipts to all purchases.
Each section/card will have a balance of approximately £50 and this
will be topped up, generally, once a month. The account will be checked
fortnightly; however, if the card balance needs to be higher, for
example, to cover camp purchases, then please inform the Treasurer of
the necessary amount as soon as possible. Be aware
that payments from the CAF bank to the Expense account must be
initiated, dual authorised, and transferred. This cannot happen
overnight.