Expenses


To reclaim expenses following an event, please send an email to finance@oureaevents.com 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 (we do not cover air fares):

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.

___________________________________________

 

Event Team Expenses Policy

Authorisation Procedure 

For all non-travel expenses, as detailed below, requests should be made through the Event Team Manager, via email to eventteam@oureaevents.com and are not permitted unless authorised.  

 

Claim Procedure 

All expenses & mileage can be claimed by emailing finance@oureaevents.com 

The email must include evidence of purchase (i.e. VAT receipts, vouchers or similar) 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 by 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, or evening meal), as outlined below, whilst working on event will be reimbursed. All expensed meals must be supported by a relevant timed VAT 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 by the Catering Team, a per diem payment may be possible, or expenses may be claimed. This will vary per event and will be detailed in your briefing document provided by Ourea Events. Authorisation will be required for all subsistence expenses claims. 

 

Non-reimbursable expenses 

  • Expenses incurred by spouses or other non-event team who accompany event team on their travels. 

  • “Coffee stops” that are not strictly necessary 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) each for DBR, CWU, Traverses, Skyline Scotland 

    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.  

Public transport to/from the event

There is a maximum allowance of £125 for each of DBR, CWU, Traverses, Skyline Scotland events if travelling by public transport (train or bus), standard class only. We do not cover air fares or taxis for getting to/from events. 

 

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 VAT 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 0.30p per mile on event, excluding mileage between home and the Event Centre (which is paid at 0.20p per mile). In circumstance where Ourea Events have requested a personal vehicle is driven and used for towing then mileage is paid at 0.45p per mile exclusively for the miles driven whilst towing, after which 0.30p (on event) or 0.20p (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.