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Expense claims for Prospect business

Prospect expenses claims

Members should be neither in or out of pocket while on Prospect business.

For most meetings Prospect covers the actual costs that members incur for accommodation, refreshments, travel by public transport, taxi fares, parking and sundries. Receipts must be provided for all claims.

In 2014 the NEC issued new guidance to branch secretaries and treasurers about members' expenses to branch secretaries, following an inspection by HMRC.

The main change is that HMRC now requires all expenses claims to be accompanied by receipts - previously we did not ask members to provide receipts for items less than £5. There have also been minor changes to some of the T&S rates, including the reimbursement rate for those in receipt of a company car allowance. The new guidance took effect from 1 May 2014.

In general terms, as was the case previously, we ask members to use their common sense in claiming expenses bearing in mind two main principles:

  • members should be neither in or out of pocket while on Prospect business; and
  • expenses are being paid from other members' subscriptions.

However, to avoid any doubt, please refer to the full guidance for specific details. The annex contains details of current travel and subsistence rates, but for ease of reference they are reproduced below the forms. These rates may be adjusted from time to time.

Expenses claim forms


Staff expenses form (Prospect Car) 33p mileage from 7/5/12   info
Expense form to be used by staff who are eligible for a Prospect car but choose to use their own. Mileage rate 33p per mile to be used from 7 May 2012

Members expenses form to be paid by HQ   info
Expense form to be used by members from 1 May 2014, with a mileage rate of 33p per mile. Please complete if you are claiming expenses for attending centrally funded meetings or branch expenses which are paid by HQ, ie NEC, NEC sub-committees, SESAC, RMG National and Regional Committees, Heritage Group, TUC, STUC, Blackworkers Conference, BT Committee, Scottish Power branch etc.

Branch expenditure expenses to be paid by branch Treasurer   info
Reimbursement of branch related costs incurred by members to be paid by branch treasurer.

Members' travel and subsistence rates, April 2014

1. Indicative subsistence rates

Breakfast: up to £6

Lunch: up to £10

Dinner: up to £25

Where members normally have their main meal at lunchtime they may claim more than £10, but we would expect a claim for an evening meal to be proportionally lower.

2. Overnight accommodation: Indicative hotel rates (inclusive of VAT)

London

Days' Inn (020 7922 1331): Special Prospect rate of £113.50 (includes breakfast)

Imperial Hotel Group - various hotels in central London including Tavistock, President, Royal National, Bedford and Imperial (020 7278 7871 and quote hotel). Rates from £80-£90 per night (includes breakfast.

Travelodge London Central Waterloo (0871 984 6291): £93 (excludes breakfast)

Wimbledon

Antoinette Hotel (0844 567 8955): £98.40 (excludes breakfast)

Elsewhere

Up to £100 per night (including breakfast)

3. Travel

Private car

Private car - 33p per mile. An additional claim may be made for each passenger carried at the following rates:

  • first passenger - 2p per mile
  • other passengers - 1p per mile (each)

Company car

Where members use cars provided by their employer, or if they are in receipt of a car allowance, reimbursement will be at the mileage rate for that car from the employer up to a maximum of 16p per mile.

Motor cycles

Reimbursement for use of motor cycles is at the rate of 24p per mile.

Pedal cycles

Reimbursement for use of a pedal cycle on Prospect business is at a rate of 20p per mile

(NB. Mileage rates for Prospect staff and members are reviewed from time to time taking into account data supplied by the AA, HMRC and others. Updated figures are posted to the relevant page of the Prospect website)

Rates quoted are as of 11 April 2014