Cippenham Table Tennis Club

Teams’ Travel Expenses Reimbursement Policy

1. Scope:

1.1. British League

1.2. Women’s British League

1.3. Junior British League

1.4. Veterans’ British League

1.5. Ormesby Cup

1.6. Gainsford Cup

1.7. Other events may be included by resolution of the Management Committee

2. Expenses covered:

2.1. Travel by the Club’s sponsored mini-bus:

2.1.1. As agreed by the Management Committee, each occasion to be separately considered

2.2. Travel by car to one of the above events, limited to:

2.2.1. A maximum of one car per team

2.2.2. The distance between Cippenham Table Tennis Centre or the starting point of the journey, whichever is closer, and the playing venue (and return)

2.2.3. Fuel at a maximum rate of 17p per mile

2.2.4. Any necessary tolls incurred en route

2.3. Overnight accommodation, but not meals (except breakfast if an inclusive rate), limited to:

2.3.1. The receipted cost up to a maximum of £54 per twin/double room

2.3.2. The cost of accommodating the team and accredited non-playing captains in a Travel Lodge, Travel Inn or similar establishment, a minimum of two persons to each room (when possible)

2.3.3. A night’s accommodation between two consecutive playing days at a venue more than 100 miles from Cippenham Table Tennis Centre

2.3.4. A night’s accommodation before the first playing day at a venue more than 150 miles from Cippenham Table Tennis Centre and at which the team is required to be present:

2.3.4.1. More than 150 miles: by 10:00 am

2.3.4.2. More than 200 miles: by 12:00 noon

2.3.4.3. More than 250 miles: by 2:00 pm

2.3.4.4. More than 300 miles: at any time

3. Procedure:

3.1. Team captains are encouraged to discuss with the Club Captain (or Treasurer if the position of Club Captain is vacant) reimbursement of expenses before travel

3.2. All accommodation expenses must be receipted

3.3. Team captains shall submit expense claims to the Club Captain (or Treasurer if the position of Club Captain is vacant) for approval within fourteen days of the event

3.4. Claims will only be approved if they meet the above criteria unless exceptional circumstances apply and have been agreed in advance by the Treasurer

3.5. The Club Captain shall then pass approved claims to the Treasurer for reimbursement

Issue 3

17 June 2007