1. Background
1.1 CHERT is a Charitable Incorporated Organisation (CIO), approved by the Charity Commission in June 2022. The objects and purpose of the Trust are as follows:
- To advance education for the public benefit about the history of the struggle for LGBT+ rights, including but not limited to the origins and history of the Campaign for Homosexual Equality and by contributing to the safe preservation of LGBT+ archives.
- To promote equality and diversity by encouraging a deeper understanding of the causes and progress of changes in public acceptance of LGBT+ rights.
2. Overview of Personal Expenses Policy
2.1. In principle, trustees or future officers of the Trust should not be out of pocket on account of attendance at meetings strictly on behalf of the Trust. Personal expenses meeting the parameters below, incurred while acting on behalf of the Trust including in-person attendance at Board meetings, may be met by the Trust. However individuals may exercise their own judgment and not wish to claim expenses, thus making a donation to the charity.
2.2. The Trust will include a sum for expenses in its annual budget but will endeavour to keep it at a modest level.
2.3. Normal personal expenses may include travel (rail, car, taxi), overnight accommodation where agreed to be essential, subsistence and postage.
2.4. For expenses expected to amount to over £100 the prior approval by email of the Chair and Treasurer should be sought.
3. Travel
3.1. Individuals should make their own travel arrangements. Receipts should be attached to completed and signed expenses forms, obtainable by email from Treasurer or Secretary.
3.2. The most economical means of travel should always be sought as a matter of course.
3.3. Rail – the Trust will only reimburse at the most economical means of travel.
3.4. Car – mileage will be reimbursed at the rate recognised by HMRC for tax purposes, i.e. 45p per mile.
3.5. Taxi – taxis may be used for short journeys when there is no obvious alternative.
3.6 Travel by air within the United Kingdom is not encouraged but exceptions may be agreed by Chair and Treasurer.
4. Accommodation
4.1 Hotels should always be those identifiable as economical.
5. Subsistence
5.1. The cost of breakfast, lunch and dinner are eligible to be reimbursed if an individual is travelling on Trust business, up to a maximum of £45 per day. The inclusion of alcohol in claims for subsistence is not considered appropriate and any such cost should be deducted from the claim. Receipts must be retained and submitted.
6. Postage and office expenses
6.1. Costs of letters or parcels sent on Trust business are eligible to be reimbursed.
6.2. Office expenses such as stationery and computer consumables are not eligible for reimbursement unless for some reason they impose a heavy burden on an individual, in which case there should be discussion with the Chair and Treasurer before any claim is submitted.
6.3. The use of phones is not eligible for reimbursement.
7. General
7.1. Claims for expenses should be submitted to the Treasurer using the appropriate form, together with invoices, within one month of incurring expenditure.
7.2. The Treasurer shall ensure that claims are logged and individual lines allocated to the appropriate accounts (e.g. travel and subsistence) or projects (e.g. publications).
8. Adoption and Revision of the Policy
8.1. This policy was debated by the Board at its meetings on 10 October 2022 and 13 January 2023, formally adopted on 13 January 2023, and amended on 15 March 2023. Alongside the Trust’s other policies it will be reviewed annually at a date close to the original approval.