Credit: Anthony Hayton Photography

Workforce policy: expenses

1. Introduction

1.1.      This policy applies to event and competition workforce volunteers/staff (including referees, table officials, classifiers, and other roles as identified by GBWR from time to time) of GBWR and its subsidiaries from time to time (the GBWR group). The GBWR group currently comprises Great Britain Wheelchair Rugby Limited and its subsidiary GBWR Trading Limited. All references to GBWR apply to each member of the GBWR group. All references to workforce are to be considered as references to all covered by this policy.

1.2.     This policy applies to GBWR-sanctioned events where the claimant’s attendance has been previously confirmed by GBWR selection. At non-GBWR-sanctioned events, where GBWR has provided prior written agreement to reimburse costs, this policy will also apply.

1.3.     GBWR funding comes principally from grants, sponsorship, and charitable donations for the sole purpose of meeting GBWR’s charitable objectives. Against this background it is essential that we use our finances wisely and that we are able to demonstrate good governance to our donors, partners, and members. This document sets out the GBWR policy on claiming expenses against GBWR budgets. It is to be strictly adhered to and GBWR will not reimburse any expenditure which is excessive or not properly justified. Like any policy, this document can only provide a recommended framework and associated guidelines for the reimbursement of expenses. Inevitably this policy does not cover all circumstances where necessary expenses could be incurred. This policy should always be interpreted reasonably and fairly. A ‘reasonable test’ applies in the event of disputes or where ambiguity arises. In the case of doubt as to how the rules apply in specific cases, advice should be sought from the GBWR staff member with responsibility for deployment (‘deployment officer’) before expenditure is committed.

1.4.     The CEO may vary the above requirements in exceptional circumstances. The overriding principle is that all expenses incurred are appropriate and justifiable in terms of benefit to the organisation.

1.5.     Eligibility to claim expenses for event attendance will be assessed by the deployment officer and in any case where it is determined that expenses will not be reimbursed (either in part or in full), the deployment officer will make the claimant aware. In instances of dispute, this will be reviewed by the national development director. Workforce attending the event without existing commitments at the event (as opposed, for example, to workforce attending an event accompanying their team in a team capacity) will be eligible to claim expenses. Workforce attending an event in another capacity (eg accompanying their team) and carrying out other non-GBWR workforce duties throughout the duration of the event will not be eligible to claim expenses where they would have otherwise incurred the travel/accommodation/subsistence costs in the other capacity. Workforce attending an event in another capacity may however be eligible to claim expenses where expenses are above those which would have been incurred in their other capacity (eg if workforce stay an additional night, the associated accommodation and subsistence is claimable, however the travel is not claimable as it would have been incurred regardless of the additional night).

2. Domestic travel

2.1.     GBWR will reimburse workforce for expenditure that is incurred whilst travelling on GBWR business. Workforce are responsible for ensuring that no unnecessary costs are incurred and that GBWR receives good value for money.

2.2.     The nature of GBWR’s business is such that workforce are widely geographically dispersed and this presents a particular challenge for ensuring business efficiency. GBWR and workforce should consider efficiencies.

2.3.     Workforce are responsible for advising the deployment officer if they anticipate their total travel expenses for the event will exceed £170 so that efficiencies can be considered. See also 2.11 for limits on mileage reimbursement.

2.4.     The train is often an efficient way of travelling and advance booking where possible can yield favourable rates. Workforce are permitted to travel by standard class, except where first-class tickets for journeys longer than three hours cost less than the normal standard fare, or there is otherwise a strong business case submitted to the deployment officer for approval in advance, to facilitate mobile working.

2.5.     Taxi fares may be claimed where no suitable public transport is available, where travelling in an unknown locality, where heavy baggage or equipment is being carried, or where time efficiency is critical. Taxis will also be reimbursed to and from home where the journey is non-routinely either before 7.00am or after 9.00pm and alternative transport is not available. Also, a taxi may be used to and from railway or bus stations where the cost of parking a private car or concern for the car’s security makes it sensible to do so.

2.6.     Where motor vehicles are used it is important that personnel do not attempt to drive excessive mileages or for periods of longer than two hours. After two hours of driving you must take at least a 15-minute break and factor this into your journey planning. This is to prevent excessive fatigue and lack of concentration building up which could impact on road safety. Personnel are to ensure they always abide by the law and are to keep to speed limits and not use any mobile devices whilst driving.

2.7.     Workforce are permitted to hire cars. Hire cars selected should be economy options, or otherwise justification should be submitted to the deployment officer. Workforce are recommended to hire cars opting for insurance cover which provides the lowest excess. The cost of the car hire (including, for example, any related insurance premium for reduced excess) will be reimbursed along with the actual cost of fuel (for which fuel receipts must be provided). Any damage incurred to the hire car resulting in charges will be payable by the workforce volunteer/staff, however at its discretion GBWR may contribute where liability is not with the workforce volunteer/staff.

2.8.     Workforce may use their own personal cars for travel but are responsible for ensuring that they have a full and valid driving licence and appropriate insurance cover.

2.9.     Claimants are to provide details of the journey (to and from locations and number of miles undertaken), which should be by the most direct route. Any damage incurred to personal cars whilst on GBWR business will be payable by the workforce volunteer/staff.

2.10.     The current mileage rates are consistent with the HMRC mileage rates and will be reviewed accordingly should HMRC rates alter. Mileage rates apply equally to electric vehicles as they do petrol/diesel/hybrid vehicles as mileage rate is a contribution to not only fuel costs but also running costs.

  • Cars and vans 45p per mile (first 10,000 miles); 25p (above 10,000 miles)
  • Motorcycles 24p per mile
  • Bikes 20p per mile

2.11     Notwithstanding clause 2.3, reimbursement for mileage for travel by car or van will be capped at 375 miles (return trip) per event, per person, for workforce travellers within their first 10,000 miles of travel with GBWR. Note that this cap applies per person, and so two members of workforce travelling together is subject to a cap of 750 miles; shared journeys are welcomed as these provide overall cost savings to GBWR and promote more environmentally sustainable travel. This cap also does not apply for travel by motorcycle or bike, or beyond the first 10,000 miles of travel with GBWR by car or van, as the reimbursement rate is significantly lower than for the first 10,000 miles by car or van.

2.12     Workforce will be reimbursed for additional expenditure incurred whilst travelling on GBWR business, for example, tolls, parking, and congestion charges. GBWR will not be liable to reimburse costs incurred through improper management of the vehicle, including fines for parking or speeding.

3. International travel

3.1.     Where GBWR invites workforce from overseas, GBWR will seek to make the return travel arrangements from the airport/port of departure and all travel arrangements whilst in Great Britain (eg airport transfers); workforce may make their own arrangements for reimbursement where this has prior agreement from the deployment officer.

3.2.     Travel arrangements within home country (eg home to airport/port and return) are the responsibility of the workforce volunteer/staff but are reimbursable by GBWR, subject to the principles for domestic travel in section 2.

3.3.     Where Great Britain-based workforce travel overseas and GBWR provides prior agreement to reimburse costs (eg as an overseas development opportunity), the workforce volunteer/staff will be responsible for making all travel arrangements, where costs must be agreed in advance with the deployment officer.

4. Subsistence

4.1.     GBWR will provide subsistence for workforce at events.

4.2.     Where subsistence is not provided by GBWR, subsistence will be paid for periods away from home at the following rates:

  • More than 5 hours with a journey start time non-routinely before 6.00am and no official food provided: breakfast at £10
  • More than 8 hours and no official food provided: lunch/snack at £10
  • More than 12 hours and expected to non-routinely return home after 8.00pm and no official food provided: dinner at £25

4.3.     The period of absence is calculated on actual time of absence based on departure time from home and time arrived back.
4.4.     At its discretion, GBWR will also provide additional refreshments. No reimbursement will be made to workforce claiming expenses for additional refreshments without prior approval from the deployment officer.

5. Overnight expenses

5.1.     Overnight expenses will be paid where workforce cannot reasonably be expected to make a return journey home due to workforce commitments or limited transport options. GBWR will arrange and pay for in advance an official’s accommodation. Accommodation arranged by GBWR will be on a twin basis with officials paired to share, except where odd numbers dictate single occupancy. Workforce will be paired to share with an official of the same sex, except where personal/family relationships make doing otherwise acceptable to both officials. Please also see clauses 5.5 and 5.6.

5.2.     Workforce are expected to stay in accommodation arranged by GBWR, however GBWR appreciates that ties with clubs, family commitments, or other personal circumstances, may make use of GBWR accommodation impractical and necessitate independent booking. Such situations may include requiring a specific room type unavailable at the GBWR-booked hotel (eg family room), or staying at an alternate hotel due to club support duties. Where this situation arises, workforce should make a request (with reasoning/justification) to book independently no later than one week following confirmation of selection for a tournament. Agreement to independent bookings will be confirmed or rejected following review by the deployment officer. Repayment will be based on the cost of overnight accommodation on a bed and breakfast basis paid on actual expenses up to a ceiling of:

  • London and other major cities £75 per night per official
  • Elsewhere £50 per night per official

5.3.     Where a bed and breakfast rate is not available, the rate for accommodation can be considered to be the cost of accommodation plus any cost for breakfast within the above limits.

5.4.     In exceptional circumstances, with the approval of the deployment officer, workforce may seek an uplift in the rate where accommodation is unavailable within these ceilings (an example might be to attend an event where hoteliers have increased accommodation costs to reflect demand due to other local activity).

5.5.     Workforce who wish to opt for single occupancy instead of sharing on a twin basis should request this via the deployment officer no later than one week following confirmation of selection for a tournament. Workforce requesting a single occupancy room may be charged a supplement if it is not practicable for GBWR to provide without incurring additional cost to GBWR. Where this is the case, the workforce volunteer/staff will be advised of the maximum additional cost to the official that the request will incur, and the single occupancy option will only be booked on the official’s acceptance of the cost. For clarification, where a single occupancy room is available due to an odd number of workforce this may be offered at no additional cost if only one workforce volunteer/member of staff makes the request. However, where a second (or more) workforce volunteer(s)/member of staff requests single occupancy, the additional cost of any additional room(s) needing to be booked by GBWR will be charged to those workforce volunteers/staff. Where a workforce volunteer/member of staff does not request single occupancy but has single occupancy accommodation either due to odd numbers of workforce volunteers/staff, or due to the workforce volunteer/member of staff they were due to share with opting for single occupancy, they will not be charged a supplement.

5.6.     GBWR may also agree to provide single-occupancy accommodation with no additional charge to the individual, where the personal circumstances for requesting a single-occupancy room are justifiable in the interests of privacy and dignity; all reviews of such applications will be conducted by GBWR on a case-by-case basis.

6. Alcohol

6.1.     Reimbursement will be made for alcohol only if claimed within the dinner meal allowance and a meal is also included as part of the claim.

6.2.     GBWR reserves the right to refuse reimbursement where it determines the claim is not in the spirit of the policy intention.

7. Receipts/documentation

7.1.     Workforce should complete the GBWR expense form (available from the business operations co-ordinator) each month to claim their expenses, within two weeks of the end of the calendar month to which they relate – late submissions may be refused. The expense form provides for an explanation of the purpose of the expense and this should always be completed.

7.2.     Supporting documentation, in the form of copies of VAT receipts, should always be provided in the form specified by GBWR. If this is not provided then a note explaining why should be included and authorisation will be at the approver’s discretion. Where receipts are not available such as for travel on public transport or car parking where payment is made by Oyster, debit card, or credit card, evidence of the expenditure via bank, Oyster, or credit card statements should be provided.

7.3.     Claims will be settled by BACS transfer directly into the employee’s nominated bank account, usually within 14 days of approval of the claim.

Approved by the GBWR Board of Trustees at the board meeting held 6 June 2024.

To be reviewed by the GBWR Board of Trustees by June 2026.