About Safe Haven – A Ray of Hope

Trustee Expenses Policy and Procedures

 

  1. Policy Statement

Trustees of Safe Haven – A Ray of Hope are volunteers and are not paid for their role. However, they are entitled to claim reasonable out-of-pocket expenses incurred while carrying out their duties. This policy outlines the types of expenses that can be claimed and the procedures for reimbursement.

 

  1. Purpose of the Policy
  • To ensure trustees are not financially disadvantaged by volunteering their time.
  • To promote transparency, accountability, and good financial governance.
  • To comply with Charity Commission guidance on trustee expenses.
  1. Scope

This policy applies to all trustees of Safe Haven – A Ray of Hope who incur legitimate expenses in the course of their trustee duties.

  1. Eligible Expenses

Trustees may claim for the following reasonable and necessary expenses:

  1. Travel Expenses
  • Public transport (bus, train, underground) – standard/economy class only.
  • Mileage allowance for use of personal car at HMRC-approved rates.
  • Taxi fares (where no public transport is available or appropriate).
  • Parking fees, tolls, and congestion charges (if incurred for charity business).
  1. Subsistence
  • Meals and refreshments when attending meetings or events away from home lasting more than 4 hours.
  1. Accommodation
  • Overnight accommodation for charity business, where pre-approved by the Chair of Trustees.
  1. Telephone and Postage
  • Phone calls made in connection with charity business (if not covered by the charity).
  • Postage costs related to charity correspondence.
  1. Training and Development
  • Fees and travel costs for training or conferences relevant to trustee duties, if pre-approved.

 

  1. Non-Reimbursable Expenses

Trustees cannot claim for:

  • Time spent on charity business (no payments for service or honoraria).
  • Personal items or expenses.
  • Fines or penalties.
  • Alcohol or entertainment.
  • Expenses without original receipts unless exceptional and approved.

 

  1. Claim Procedure
  • All claims must be made using the Trustee Expense Claim Form.
  • Claims must be supported by original receipts or tickets (digital copies are acceptable).
  • Claims should be submitted within two months of the expense being incurred.
  • Claims must be authorised by the Chair of Trustees or designated finance lead.
  • Payments will be made by bank transfer within 14 working days of approval.
  1. Review and Monitoring
  • All expense claims will be logged and reviewed quarterly.
  • Expense trends will be reviewed annually to ensure the policy remains fair and cost-effective.
  • This policy will be reviewed annually by the Board of Trustees.

 

  1. Fraud and Misuse

Any fraudulent or dishonest claims will be treated seriously and may result in removal from the Board and potential legal action.


Approved by:

Blessing Olalemi: May 30th

Kerry- Ann Batten: May 29

John Olalemi: May 30th

 

Last reviewed: May 30th 2025 | Next review: June 2026