In order to simplify the process of managing the costs and reimbursement for away fixtures, it has been decided to specify more precisely how much a team manager can expect to receive towards the cost of a weekend. This will allow him/her to plan the event more easily and to reduce the need to involve others in budget allocation. A more predictable reimbursement will also be of help to the treasurer and junior committee in forward planning of budget allocation for other activities.
The emphasis will be upon a consistent and standard reimbursement dependent only upon the time taken to reach the venue, unless the team manager feels there are exceptional circumstances requiring flexibility or increased funding. Such exceptions may include one car having to travel a significantly greater distance than the other or the complete lack of appropriate accommodation at the venue. Under such circumstances it will be his responsibility to raise the matter with the treasurer for discussion and, if necessary, with the junior committee. In the event that the guideline reimbursement exceeds the amount actually spent, the team manager should inform the treasurer that less reimbursement is needed. In all circumstances, the team manager is expected to provide the treasurer with receipts of expenditure for audit purposes.
As per the previous guidelines, it will be necessary for the treasurer and team manager to agree upon how long it will take to reach the venue by car, standardised according to AutoRoute Express or Route 66. Thus:
|
Time factor |
Overnight stays |
REIMBURSEMENT = 1 + 2 |
|
|
1) Fuel Cost |
2) Accommodation & Food |
||
|
Less than 90 mins one way |
zero |
2 round trips |
zero |
|
More than 90 mins one way but Saturday departure after 8am practicable |
1 |
1 round trip |
£240 * |
|
Departure before 8am Saturday necessary |
2 |
1 round trip |
£480 * |
*
These figures are subject to annual revision | Fuel reimbursement will based upon 2 cars achieving 30mpg and the price of unleaded fuel at the date of the fixture |
| The reimbursement towards accommodation and food costs for one overnight stay is based upon 6 team members, 1 team manager and one other adult staying in three rooms and requiring an evening meal and breakfast. For example, Travelodge offers rooms which can sleep 3 for £42.95 per room per night. Adjacent eating facilities e.g. Little Chef can offer a reasonable breakfast and dinner for £10-£15 per head. |
| It is understood that some extra parents may wish to join the group and/or that accommodation with better facilities may be desired. These arrangements are the responsibility of the team manager. Any expenses over the amounts stated above will need to be absorbed by the additional parents or by mutual agreement of all concerned where appropriate unless the circumstances have been considered exceptional by the committee prior to the event. |
| Reimbursement will be to the team manager after receipt of his report of the fixture. |
John Dixon 11.12.02