Guidelines for Reimbursement of AGNC Expenses

It is necessary to establish a time limit on AGNC expense claims. As of 1st September 2009, all claims forms must be received by the AGNC treasurer within 6 months of the date on the receipt. Those claim forms received after 6 months will not be reimbursed unless previously agreed with the treasurer. Any question, please contact the AGNC teasurer or a committee member.

The following guidelines for reimbursement of expenses were agreed by the AGNC membership at the AGM on 25/09/2002. These guidelines are intended for use by the AGNC Committee, Working Parties convened by the AGNC and any AGNC member undertaking work on behalf of the AGNC.

Claim Form

Click Here for AGNC Expenses Claim Form

Procurement Policy

Meeting Venue

Consideration should be given to the venue of meetings. London may not always be the cheapest or most convenient place to meet. It may be possible to meet at a department that does not have representation on the group.

Length of Meeting

What length of meeting is appropriate? Groups may wish to schedule an all day meeting occasionally if this is felt to be more productive than a half-day

Expense Claims

(Updated following agreement at AGNC Committee Meeting 11/02/2014)

1. A maximum limit of £250 applies for travel and accommodation expenses(inclusive) for an individual to attend any meetings.

2. Receipts must be submitted with all expenses. 

Unfortunately no receipt = no money.

3. An attempt is made wherever possible to travel by the cheapest means. This may require forward planning, suggestions include:

- Booking train tickets as soon as possible to take advantage of reduced fares i.e. saver/apex tickets

- Explore travelling off-peak if possible/convenient

- Travel by a budget airline (this may require catching a train from the airport to the meeting venue).

4. When travelling by car, mileage will be reimbursed in keeping with the NHS Term & Conditions (last updated November 2014).

Up to 3,500 miles per year.

Flat rate of 45p per mile.

 5. If an overnight stay is required because of the timing of the meeting: -

· Subsistence will be paid up to £75 for overnight accommodation for one night
· Subsistence will be paid up to £20 for an evening meal

6. Reimbursement is given for the cost of the food provided during the meeting i.e. lunch. No other subsistence will be paid for without prior agreement.

7. Any expense claims received which are not covered by the above may not be paid without prior discussion with the Treasurer/Committee.

Administrative Bursary

The setting up of the administrative bursary was agreed by the AGNC membership at the AGM 25/09/2002

Guidelines for application

1. The administrative bursary is for one-off, non-recurrent expenses. 

2. Payment will be made to individuals who are not AGNC members. This will be in recompense for work that is felt to be over and above the accepted work load undertaken by an AGNC member standing on a Working Party or committee.

3. A sum of £100 will be set aside annually for each of the following groups

· Training and Education Working Party

· Career Structure and Salary Working Party

· Committee

4. If a group does not apply for the full sum of £100 within the financial year, the balance will be lost.

5. The same conditions will apply when any new Working Parties are convened.

6. All applications must be made in advance of the work being carried out to ensure members are not left out of pocket.

7. All applications should be made to a committee member.

8. Payment of applications is at the discretion of the AGNC committee.

9. Payments made for committee business must be agreed by a majority vote of the committee and clearly minuted.

Business Guidelines for AGNC Working Parties

1. Each Working Party nominates a liaison person who will:-

· Provide minutes to the committee after each meeting

· Inform the Chairperson and Treasurer of the date of the next meeting

2. All Working Parties will provide feedback to the membership at the AGM outlining the work completed in the last year and the work plan for the coming year.

3. The liaison person will discuss with the Treasurer how many meetings the Working Party anticipate will be required to fulfil their work plan. The Working Party will then be allocated a nominal budget based on the number of meetings required and the average cost of a meeting for that Working Party.

4. The liaison person will be kept informed of the expense budget by the Treasurer.

5. If the Working Party decides that extra meetings are required to fulfil their work plan, this will be discussed with the Treasurer & Committee prior to them taking place.

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