Expenses
To reclaim expenses following an event, please send an email to [email protected] with the following information:
___________________________________________
Name:
Event:
Travel Expenses (public transport, or car at 20p per mile to/from event centre + additional mileage on event):
A cap on travel expenses to/from the event applies - see below.
EITHER bus or train fare to event centre and back:
OR return mileage from home to event centre and back:
Additional mileage on event:
Total mileage:
Home postcode:
Names of any additional car passengers:
Itemised Expenses (please attach receipts):
Eg. Fuel – Morrisons - £100.00
Total itemised expenses: £
Bank Details:
Account Name:
Account Number:
Sort Code:
___________________________________________
Payment would be expected within with 7 days but could take up to 30 days. Please check your account but don’t hesitate to contact if you have any queries.
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Event Team Expenses Policy
Authorisation Procedure
For all non-travel expenses, as detailed below, requests should be made through Charlie, Event Team Manager, via email to [email protected] and are not permitted unless authorised.
Claim Procedure
All expenses & mileage can be claimed by emailing [email protected]
The email must include evidence of purchase (i.e., receipts, vouchers or other) and your bank details. The claim should be submitted within one month of the expense being incurred, and this will be paid by BACS.
Accommodation
Generally, at all events overnight accommodation will be in the form of camping. It is the event team member’s responsibility to bring their own tent and camping equipment, at their own expense. This will be clarified for each event with the Operations Team.
Use of personal sleeper vans/campervans is not permitted at any events, unless specified on a per-event basis.
At some events/sites accommodation is provided in the form of bed and breakfast, this will be booked on your behalf by Ourea Events. No persons shall book their own accommodation ‘at event’ – this is not an authorised expense. If part of your travel to/from the event, or to a specific site, includes an overnight stay, this will be at your own expense and cannot be claimed.
Subsistence
Generally, at all events, food/catering will be provided by the Catering Team. This will include breakfast, lunch, evening meal and refreshments. Therefore, no additional food during this time will be reimbursed.
If your working hours at/for the event start before, or end after, the catering service is fully operational then the reasonable cost of all meals, (breakfast, lunch, evening meal and refreshments), as outlined below, whilst working onsite will be reimbursed. All expensed meals must be supported by a relevant timed receipt.
Target breakfast cost: under £10pp
Target lunch cost: under £10pp
Target evening meal cost: under £15pp
If your job role on the event requires you to be away from the event site during meal times (breakfast, lunch, and evening meal) either a take-away meal will be provided or a per diem payment may be possible. This will vary per event, and will be detailed in your briefing document provided by Ourea Events.
Non-reimbursable expenses
Expenses incurred by spouses or other non-employees who accompany employees on their travels.
“Coffee stops” that aren’t strictly necessarily and unlikely to keep you within the above target costs.
Alcoholic drinks.
Driving a personal vehicle to/from the event – Mileage is paid at 20p per mile from home address to the event centre site, up to a maximum claim of:
500 miles (£100) for larger / multiday events (DBR, CWU, GL3D, Traverses, Skyline Scotland)
250 miles (£50) for smaller / one-day events (SheRACES, Tea&Trails, Buttermere, Kendal).
If transport is shared only the driver can claim, but an additional 5p per mile can be claimed for each additional staff, contractor or event team member transported.
In rare circumstance where Ourea Events have requested a personal vehicle is used for towing to/from the event then mileage is paid at 45p per mile for the miles driven to/from the event whilst towing (otherwise 20p as above), after which 30p (on event).
Public transport to/from the event - There is a maximum allowance of £125 for larger / multiday events (see list above) or £65 for smaller / one-day events (see list above) for each event if travelling by public transport (train or bus), standard class only.
Travel during the event
There is no limit on expenses generated during the event if driving a hire/personal vehicle, as long as they are authorised by Ourea Events and as per the conditions below.
Driving a hire vehicle – fuel for the hire vehicle will be reimbursed through the expense claim process, for which receipts must be provided. See claim procedure above.
Driving personal vehicle – driving personal vehicles during the event is not normally permitted. In circumstance where Ourea Events have requested a personal vehicle is driven then mileage is paid at 30p per mile on event, excluding mileage between home and the Event Centre (which is paid at 20p per mile). Where Ourea Events have requested a personal vehicle is driven and used for towing then mileage is paid at 45p per mile exclusively for the miles driven whilst towing, after which 30p (on event) or 20p (to/from event) per mile can be claimed
Ourea Events may require that any Event Staff using their own private vehicle during an Event has a second named driver added to their insurance policy for the duration of the Event including their travel to and from the Event. This cost would be covered by Ourea Events.
Cancellation of event
In the event of cancellation by Ourea Events, Ourea Events will not be liable for any costs incurred by Event Staff, including (but not limited to) travel, accommodation and/or other costs.