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Expenses Policy

(effective 1st August 2025 – replacing April 2020 policy)

 

Introduction

 

This policy applies to all individuals (athletes and officials) that are part of Essex County Athletic Association as of 1stAugust 2025.  It is a framework that covers how individuals can claim and be reimbursed for reasonable and authorised expenses that are incurred whilst performing an authorised role on behalf of Essex AA outside of the county.  Please note that individuals should neither profit nor suffer financial loss as a result.  

 

Policy Overview

 

  • Essex AA policy is that all individuals must provide a valid receipt when claiming ALL expenses (except for mileage and telephone claims).  Failure to provide a receipt may result in the reimbursement being denied.  

 

  • Individuals must ensure that all claims are made within a reasonable timeframe.  Any expenses not claimed within 2 months of them being incurred may result in the reimbursement being denied.

 

  • At year end (30th September), to facilitate finalisation of the Essex AA accounts in time for the AGM held in December, all expenses should be submitted by 10th September at the latest.

 

  • Individuals who are making a claim must submit it to the Finance Officer via email including all information that is needed for the claim along with the accompanying receipts.  Once received all claims will be considered within 2 weeks.  

 

  • In the event of any claim being made that is outside of the county guidelines below, the Finance Officer will outline the claim at the next available County Committee meeting and the committee will decide on whether the claim will be approved and paid.  The committee’s decision will be FINAL.

 

Guidelines for athletes’ expenses

 

  • No expenses will be reimbursed to either young athletes (U18 age group) or their families incurred whilst representing the County.

 

  • Hardship policy – in the instance that a young athlete has been chosen to represent the County and is unable to pay for travel to that event, the individual or their club can approach the Committee to ask for assistance for the individual.  Payment will be made at the discretion of the Finance Officer.

 

  • Senior athletes are entitled to a contribution towards any expenses incurred up to the following amounts – 

 

  • National championships - £30

  • Southern championships - £25

  • Eastern championships - £20

 

  • The committee can amend the above contributions levels dependent on the location of the event.  The above is intended to be a contribution and not a full reimbursement.  

 

  • Where senior athletes need to travel to an event the night before (expected only to occur where the event is greater than 150 miles from their home address and the athlete needs to be at the event early in the morning), then the county will contribute an additional £75 towards overnight accommodation upon proof of receipt.

 

  • All the above applies equally to Track & Field, Road Racing, Cross Country, Fell Racing and Walking events.

 

Guidelines for Officials and Volunteer’s

 

  • Postage – 

    • only second-class postage should be used for county business.  First class postage, special delivery or courier costs are not considered to be a need for county business except for the use of recorded delivery for the posting of entry fees if required.

 

  • Stationary Costs – 

    • all reasonable stationary costs are an allowable expense and should be claimed using the attached template and proof of purchase given.

 

  • Train Fares – 

    • all train travel should be standard class. Please note that First Class travel will not be reimbursed.  To ensure that travel costs are kept to a minimum travel should be booked as early as possible and using restricted tickets where possible.  If an Oyster card or similar is used for train travel you must obtain printed verification of the travel undertaken for any costs to be reimbursed.

 

  • Petrol – 

    • the costs of using a personal car on authorised County activities will be reimbursed at the rate of 45p per mile (as per the HMRC website).

 

  • Parking/Tolls – 

    • all reasonable costs related to both parking and tolls are an allowable expense.

 

  • Accommodation – 

    • Accommodation is an allowable expense for team managers, officials and volunteers that are carrying out duties on behalf of the County and where it is necessary to stay overnight the night before an event which is being held outside of the County.  An example of such a circumstance would be where accommodation would be deemed necessary for a team manager that needs to be at the event early the next morning and is greater than 150 miles from their home address.  

 

  • Accommodation should be booked in “low cost” providers where possible i.e. Premier Inn, Travel Lodge etc.

 

  • Maximum reimbursement would be £100 per night.

 

  • Where accommodation has been pre-approved by the Finance Officer, reasonable breakfast costs are also an allowable expense.  Claims of up to £10 per breakfast can be made.  

 

  • Where accommodation has been pre-approved by the Finance Officer, reasonable dinner costs are also an allowable expense.  Claims of up to £25 per dinner can be made.  Please note that only Non-alcoholic beverages can be claimed as part of the £25.

 

  • Expenses for attendance at County events

    • Track & Field - Officials/Volunteers can claim £20 per county event for which they have officiated/assisted at during the Track & Field season.  Claims for this are made once a year at the end of the Track & Field season and will be co-ordinated by the Track & Field officials secretary.  Please note that this is in addition to the lunch payment that is given where needed on the day of the event.

 

  • Cross Country & Road – Officials/Volunteers will be reimbursed on the day of the event for their attendance.

 

  • Telephone Charges – 

    • All reasonable telephone charges are an allowance expense.

 

  • Other expenses – 

    • Other miscellaneous expenses below £20 which are incurred whilst on County business are allowable if necessary to perform the role for the County.  Any expenses above £20 must be preapproved by the Finance Officer.

 

Guidelines for County President

 

  • If needed the County President during their year of office can claim up to £250 to assist in covering travelling expenses for attendance at the various meetings they are required to attend.  Please note that this claim has been approved by the County committee, but it will be at the President’s discretion as whether they wish to claim any monies.

 

Finance Officer

Mr Gerry O’Doherty 

essexaafinanceofficer@gmail.com

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