Expense Policies

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The Club has set out below it’s policies for the authorisation and reimbursement of expenses. Please follow the link to the appropriate section. Please read the General Expense guidelines first.

General expense guidelines

Expense Reimbursement forms

Reimbursement of Coaches: Travel and related expenses

Reimbursement of coaches and officials: training and qualification expenses

DBS and Safeguarding: training and fees reimbursement

Club supported race entry and travel expenses: reimbursement policy

All other expenses not covered above

General expense guidelines:

Expenses will only be reimbursed if they are included within the scope of the annual budget agreed by the Governance Committee (GC), or any variations agreed through the approved process. All planned expense budgets have assigned owners who are responsible for managing these agreed budgets. Prior to incurring any expense members should check with the relevant budget holder below to ensure the planned expense is included in the budget.

Budget HolderScope of budget
Competition LeadAll XC, T&F, road and social relays income and costs
Marketing LeadWebsite hosting and marketing and communications budget
Membership LeadMembership subscriptions (including EA) income and costs. Social event income and costs. Membership card costs
Race Organisation LeadAll hosted race (ex T&F) income and expenses
Honorary SecretaryAll Governing and Official body fees
Technical LeadCoaches and officials budget inc. training and development, travel expenses
Honorary TreasurerKit revenue and costs, property related costs, financial costs, professional services and others not included in any other category
Triathlon LeadLanzarote training camp revenue and costs. Swim training session revenue and costs

Pre-approvals: If the expense is over £1000 and is budgeted, written pre-approval (via email is sufficient) from the GC/OC budget holder is needed prior to the spend being incurred. If payment is over £5,000 two GC pre-approvals are needed.

For total expense claims above £100 and below £250 authorisation must be obtained from the budget holder, this can be in the form of an email confirmation or signature on the form. Any expense claims above £250 will require a member of the OC or GC to authorise. If the expense is over £2500 two GC/OC member authorisations are needed.

Expenses will only be paid with an accompanying receipt detailing the expense, payment receipts without clear information may be rejected. 

Expense reimbursement forms

Expense reimbursement form – Microsoft Word

Expense Reimbursement form – PDF

Reimbursement of Coaches: Travel and related expenses

Last updated 31 March 2024

Serpentine Running Club will reimburse travel incurred by Serpentine (and agreed external) coaches in relation to providing coaching for authorised club sessions including beginner or 10k training programmes. Parking may also be reimbursed for coaches or other volunteers where the vehicle is being used for the storage of participating athlete’s personal effects during the session.

The reimbursement limits are based on public transport peak and off peak return fares on the timing. The details for each session are listed below:

SessionReimbursement limits (Maximum per person)Notes
Monday – Track sessionZone 6 return fare – £9.20*Please send expense claim forms in monthly
Monday – Swim sessionZone 6 return fare – £9.20*Please send expense claim forms in monthly
Tuesday – Track sessionZone 6 return fare – £9.20*Please send expense claim forms in monthly
Wednesday – Club runsZone 6 return fare – £9.20*Please send expense claim forms in monthly
Wednesday – CoursesZone 6 return fare – £9.20*Please send expense claim forms in monthly
Wednesday – Swim sessionZone 6 return fare – £9.20*Please send expense claim forms in monthly
Thursday – Primrose Hill sessionZone 6 return fare – £9.20*Please send expense claim forms in monthly
Thursday – Hampstead Heath sessionZone 6 return fare – £9.20*Please send expense claim forms in monthly
Saturday – Club runsZone 6 return fare – £9.20*Please send expense claim forms in monthly
Saturday – CoursesZone 6 return fare – £9.20*Please send expense claim forms in monthly
Saturday – Greenwich Hill sessionZone 6 return fare – £9.20*Please send expense claim forms in monthly
Monthly trail runsMaximum of £25Note this is for Run leaders only. Please send expense claim forms in monthly
Parking for storage at sessionMaximum of £10Please send expense claim forms in monthly. Note this is for one car only for the duration of the session where there is no bag storage available.

* Based on one single peak fare and one single off peak fare

Reimbursement of coaches and officials: training and qualification expenses

Last updated 31 March 2024

Serpentine Running and Triathlon Club will reimburse coaching/officiating qualification or training expenses once agreed by the Technical Lead, or in their absence, the Treasurer. In return the club expects the relevant coach/official to contribute in an agreed form to the training/officiating programme for the club. The total annual budget for reimbursement is agreed yearly in advance.

The principles for determining the coaching qualification contribution required are as follows:

  • In the 12 months following the completion of the training and achievement of certification a minimum of 20 hours coaching for both Run and Triathlon coaches focused on sessions agreed with the Technical Lead
  • The club will only reimburse training costs for one level of qualification during a 12 month period e.g. Level 1 in Triathlon and only 12 months later will the coach be eligible for Level 2 reimbursement, or a 12 month gap between taking LIRF and CIRF.

Free membership for coaches will require a minimum of 10 hours of delivered coaching, agreed with the Technical Lead, within the membership year. Please note this is separate to any requirements for reimbursement of training expenses.

Technical officials will be required to officiate in at least 5 events in a 12 month period to have their qualification  costs reimbursed. 

50% of the training qualification costs are to be reimbursed when booking the qualification and the remaining 50% reimbursed once the qualification is passed and the required conditions have been fulfilled. 

DBS and Safeguarding: training and fees reimbursement

Last updated 31 March 2024

The club will continue to reimburse DBS, Safeguarding and First Aid course costs for active coaches and officials, with any discretion applied by the Technical Lead.

We also continue to encourage any active volunteers to take the England Athletics Safeguarding and First-Aid courses but expenses should be approved by the relevant committee member for the activity prior to commitment of the spend.

Club supported race entry and travel expenses: reimbursement policy

Last updated 31 March 2024

The events that the Club financially supports are listed below. These are determined annually in advance of the new financial year that starts on the 1st of April. The table below also indicates the scope of the reimbursement i.e. entry fees, travel, other and whether these are paid directly by the Club or require the member to pay and reclaim them through the normal expense reimbursement process.

All expense claims will be paid in arrears based on the appropriate form being properly completed and submitted to the Honorary Treasurer. Hence – no claim form or receipts, no payment. The Club reserves the right to determine claims at its own discretion. All expense claims must be submitted either in the month that they are incurred, or at the very latest, the following month, otherwise the expense may not be payable unless prior agreement for late submission has been received from the Honorary Treasurer.

EventExpense typeGuidance and limits
Road Running – Summer LeagueEntry feeAll races are free to enter for club members. Members must compete in club colours*.
Hosting costs for ‘home’ Battersea raceAll reasonable expenses agreed with the Event Director will be reimbursed upon completion and authorisation of a completed expense claim form. 
Road Running – Assembly League Entry feeAll races are free to enter for club members. Members must compete in club colours*.
Road Running – SEAA 12/6 and 6/4 RelaysEntry feeTeam entries are free for club members. Members must compete in a club colours*.Any member making the club participation payment on behalf of the club will be reimbursed upon completion and authorisation of a completed expense claim form.
Road Running – Green Belt Relay Entry feeTeam entries are free for club members. This is paid directly by the club. Please note that an additional fee is payable to the Club by participating members to cover team expenses including transport costs. 
Other agreed costsAll reasonable expenses agreed with the Organiser (as part of the agreed budget) will be reimbursed upon completion and authorisation of expense claim form. 
Cross Country – Met LeagueEntry feeAll races are free to enter for club members. Members must compete in club colours*.Any member making the club participation payment on behalf of the club will be reimbursed upon completion and authorisation of a completed expense claim form.
Cross Country – Sunday LeagueEntry feeAll races are free to enter for club members. Members must compete in a club colours*.Any member making the club participation payment on behalf of the club will be reimbursed upon completion and authorisation of a completed expense claim form.
Cross Country – SEAA London XC, Parliament HillEntry feeIndividual entries are free for club members. Members must compete in a club colours*.Any member making the club participation payment on behalf of the club will be reimbursed upon completion and authorisation of a completed expense claim form.
Cross Country – Middlesex XC, Greenford Entry feeIndividual entries are free for club members. Members must compete in a club colours*.Any member making the club participation payment on behalf of the club will be reimbursed upon completion and authorisation of a completed expense claim form.
Cross Country – Liddiard Trophy, KingsburyEntry feeIndividual entries are free for club members. Members must compete in club colours*.Any member making the club participation payment on behalf of the club will be reimbursed upon completion and authorisation of a completed expense claim form.
Cross Country – North London XC, HackneyEntry feeIndividual entries are free for club members. Members must compete in club colours*.Any member making the club participation payment on behalf of the club will be reimbursed upon completion and authorisation of a completed expense claim form.
Cross Country – SEAA XC Relays, Wormwood ScrubsEntry feeTeam entries are free for club members. Members must compete in club colours*.Any member making the club participation payment on behalf of the club will be reimbursed upon completion and authorisation of a completed expense claim form.
Cross Country – SEAA Masters, Oxford Entry feeIndividual entries are free for club members.Members must compete in club colours*.Any member making the club participation payment on behalf of the club will be reimbursed upon completion and authorisation of a completed expense claim form.
Cross Country – SEAA Southern XC, Beckenham Entry feeIndividual entries are free for club members.Members must compete in club colours*.Any member making the club participation payment on behalf of the club will be reimbursed upon completion and authorisation of a completed expense claim form.
Cross Country – ECCA National XC, Parliament HillEntry feeIndividual entries are free for club members.Members must compete in club colours*.Any member making the club participation payment on behalf of the club will be reimbursed upon completion and authorisation of a completed expense claim form.
Track & Field – Vets LeagueEntry feeAll races are free to enter for club members. Members must compete in club colours*.Any member making the club participation payment on behalf of the club will be reimbursed upon completion and authorisation of expense claim form.
Hosting of ‘home’ eventAll reasonable expenses agreed with the Event Director will be reimbursed upon completion and authorisation of a completed expense claim form. 
Track & Field – RosenheimEntry feeAll races are free to enter for club members. Members must compete in club colours*.Any member making the club participation payment on behalf of the club will be reimbursed upon completion and authorisation of a completed expense claim form.
Track & Field – Southern Athletic LeagueEntry feeAll races are free to enter for club members. Members must compete in club colours*.Any member making the club participation payment on behalf of the club will be reimbursed upon completion and authorisation of a completed expense claim form.
Triathlon – Lanzarote Training Camp Costs within the scope of the agreed budgetPlease check with the event organisers about the scope of the agreed budget.All reasonable expenses agreed with the Event Organiser (as part of the agreed budget) will be reimbursed upon completion and authorisation of a completed expense claim form. 

*Club colours refers to club running vest, crop-top or t-shirt (short or long sleeves) for running races

All other expenses not covered above:

Members prior to incurring any expense should check with the budget holder for the relevant area (Please see above for details). If the budget holder confirms the spend item and amount is within the scope of the agreed budget then the expense will be reimbursed through the normal process upon completion and authorisation of a completed expense claim form.