Expenses

1. Introduction
The expenses policy of the Person Centred Association (tPCA) is designed to establish guidelines and procedures for the reimbursement of expenses incurred by trustees, employees and volunteers in the course of conducting official business on behalf of the charity.  The policy aims to ensure transparency, accountability, and responsible stewardship of the charity’s resources.

2. Scope
This policy applies to individuals authorised to incur expenses on behalf of tPCA. This includes various types of expenses including travel, accommodation, supplies, and other necessary expenditures incurred in the performance of official duties on behalf of tPCA.

3. Eligible Expenses
The Charity will reimburse reasonable and necessary expenses that are directly related to activities for tPCA.  Eligible expenses may include, but are not limited to, the following:

1. Travel: Public transport tickets, mileage reimbursement, parking fees, tolls, taxi fares. 
2. Accommodation: Lodging expenses for overnight stays during business trips, conferences, or other approved activities.
3. Meals: Meal expenses incurred during business travel or official meetings, subject to reasonable limits and restrictions.
4. Supplies: Costs associated with the purchase of necessary services, supplies, materials, or equipment for use by tPCA.

4. Approval Process
Expenses must be pre-approved by a member of the Trustee Group before they are incurred.  In the case of an emergency or exceptional circumstances, where this is not possible the Trustee Group should be informed as soon as possible. 

5. Expense Reimbursement
An expenses claim form can be obtained by emailing  admin@the-pca.org.uk and should be completed and returned within a month of the expense being incurred.  Evidence of the expenditure (e.g image of receipts or electronic copy of invoices) should be included.  Refunds will be issued within 28 days of receipt of the expenses claim form, into the bank account provided on the expenses claim form.