All Saints C.E. Junior Academy
Governor Expenses Policy
Reviewed by K Hurd/A Brignall/D Carpenter
Approved by the LGB
Next review date
09/11/2016
21/11/2016
October 2017
The Trust Board appreciate the time that members of the Local Governing Body give to the
Multi Academy Trust in their role as Governor. They delegate to the Local Governing Body
the authority to pay expenses from the academy’s annual revenue budget to governors for
certain expenses which they incur in carrying out their duties.
All Saints C.E. Junior Academy’s Local Governing Body believes that paying governors’
expenses, in specific categories as set out below, is important in ensuring equality of
opportunity to serve as governors for all members of the community and so is an appropriate
use of academy funds. The specific items allowable reflect this objective.
The Local Governing Body at All Saints C.E. Junior Academy acknowledges that:
 Governors cannot be paid attendance allowance;
 Governors cannot be reimbursed for loss of earnings;
 Governors cannot claim reimbursement in connection with foreign travel.
All governors of All Saints C.E. Junior Academy are entitled to claim the actual costs which they
incur as follows:
1. Governors will be able to claim expenses providing they are incurred in carrying out their
duties as a Governor or representative of All Saints C.E. Junior Academy LGB, and are
agreed by the Local Governing Body that they are justified before any reimbursable
costs are incurred.
2. Governors will be able to claim for the following, on a case-by-case basis and with the
prior approval of the Local Governing Body:
 Travel Expenses
 Childcare
 Care Arrangements for an elderly or dependent relative
 Clerical expenses
 Subsistence Expenses
See the attached Appendix 1 for more detailed definitions.
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Claims will only be considered if receipts verifying expenditure are presented, and a claim
made on the Governors’ Expenses form (Appendix 2)
Governors wishing to make claims under these arrangements, once prior approval has been
sought, should complete a claims form (obtainable from the Business Manager), attaching
proof of expenditure, and return it to the Academy within two weeks of the date when the
expenses were incurred, when they will be submitted to the Chair of the Local Governing
Body for final approval.
It is the responsibility of individual governors to decide for themselves whether or not to claim.
Claims will be subject to independent audit and may be investigated by the Chair of the
Academy Trust Board if they appear excessive or inconsistent.
This policy will be reviewed annually.
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Appendix 1 – Definition of Expenses:
1. TRAVEL EXPENSES
Public Transport – reimbursement of fare upon production of ticket; rail travel should be by
second class and every effort should be made to use fares which offer best value.
Car - the latest mileage allowances should be applied. Claims for parking must be
accompanied with a ticket.
Taxi – reimbursement of fare upon production of receipt. A taxi should only be used if the
same journey cannot be made by public transport or is necessary to ensure the safety of a
governor.
2. CHILDCARE
Subject to an agreed hourly rate and on production of a receipt to prove that expenditure has
taken place.
Expenses for childcare can only be paid in respect of care provided by officially registered
carers. Reimbursement cannot be made for informal arrangements with family members.
3. CARE ARRANGEMENTS FOR AN ELDERLY OR DEPENDENT RELATIVE
Claims for the actual cost of reimbursement to a registered carer may be made while
attending meetings or other agreed activities, such as training events. Appropriate proof of
payment should be submitted.
4. CLERICAL EXPENSES (stamps, envelopes, photocopying/printing etc)
As required to cover the cost of unavoidable clerical expenses incurred carrying out
governor duties but subject to proof of purchase (e.g. till receipt)
5. SUBSISTENCE EXPENSES (meals and refreshments in connection with an
overnight stay)
Authorisation for subsistence claims must be made in advance and subject to an agreed
maximum.
Booking of Hotel Accommodation/Travel/Subsistence
Where overnight accommodation or travel requirements outside the region are required
approval should be sought in advance from the Chair of the LGB and in consultation with
the Business Manager. In these cases accommodation and travel tickets will be booked
through the Academy. The maximum claim for subsistence in respect of travel that will
require overnight accommodation must be agreed in advance.
All Saints C.E. Junior Academy
Appendix 2