LAA Purchases & Expenses Protocol: What You Can Claim
CLAIM FORM:
Click here to Download Form: LAA_Expenses_Claim_Form_v2.2.docx (saves in your download folder)
Click here to Download Form: LAA_Expenses_Claim_Form_v2.2.pdf (opens as web page)
Completed application forms to be sent to the LAA Treasurer - treasurer@lancashire-archery.org.uk
PURCHASE APPROVAL PROCESS
There is a Delegation of Authority on the LAA Accounts that applies to ALL items of proposed spend.
The below are the relevant spending limits:
Up to £50, and within the remit of the roles of the treasurer – LAA Treasurer approval only required.
Over £50 and under £100 – LAA Treasurer and one LAA Officer to approve.
Over £100 – LAA Treasurer and two LAA Officers to approve, following discussion.
Contact the LAA Treasurer in the first instance.
Use the LAA expenses claim form, once purchases have been approved.
ANY SPEND NOT FOLLOWING THE ABOVE APPROVAL PROCESS WILL NOT BE PAID
MILEAGE RATE
The current mileage rate for all LAA travel expenses is 30p per mile, for one person in one car.
Please car share whenever possible:
If there are two or more people sharing a car the mileage rate is 35p per mile. (From 16/05/2024)
If you are claiming the extra for a car share, then the passenger must also be on official LAA business – they cannot, for example, be a friend who is accompanying the driver.
The claim can be made by all LAA members who are on official LAA business: i.e. Archers shooting for LAA, Judges, Committee Members etc.
COUNTY MATCHES (JUNIOR & SENIOR TEAMS)
Expenses can be claimed by archers selected to shoot for the LAA Teams, and who then participate in the following events.
National County Teams Competition Lilleshall (Senior Team)
A bursary of £75 can be claimed by each archer who participates at the event as part of the LAA Senior Team.
LAA will cover the costs of the tournament entry fees.
NCAS Intercounty Matches (Senior and Junior Teams)
Held in Durham & Northumberland - A bursary of £75 can be claimed by each archer who shoots at the event as part of the LAA Senior or Junior Team. (no mileage or accommodation will be paid)
Held in Cheshire, Yorkshire or Cumbria – A claim can be made for mileage travelled to and from the venue where the match is to take place. (No accommodation will be paid.)
Claims will be paid at the current milage rate of 30p per mile. One single claim per vehicle. (up to a maximum of £75)Held in Lancashire - No expenses will be paid.
Where possible and practicable, archers should arrange to car and room share to reduce both the costs and our carbon footprint. Full co-operation will be expected for this and will be actively encouraged by the Team Manager.
All expenses are claimable after the event and expenses forms should be submitted to the relevant Team Manager for authorisation.
LAA ARCHERS SHOOTING FOR TEAM GB
Grants will be paid to LAA archers selected to shoot for the GB Team at a maximum of 3 times annually.
Grants will be paid as follows:
1st Grant - £150
2nd Grant - £100
3rd Grant - £50
Please see appendix 1 – at the bottom of this page – for full LAA terms and conditions
LAA archers shooting internationally can also apply grants available from NCAS.
The terms and conditions for the NCAS grants can be found on the NCAS website - https://www.ncas.co.uk/nc/wp-content/uploads/2024/03/NCAS-Grant-Form-24.pdf
CLUBS HOSTING LAA SQUAD TRAINING SESSIONS
A flat fee of £100 will be paid for each session that a club hosts. This is in recognition of wear and tear on bosses and of closing the club to members.
JUDGES EXPENSES
Travel expenses will be paid for judges attending LAA competitions to carry out official judging duties
Mileage will be paid at the current mileage rate of 30p per mile travelled to and from the venue where the match is to take place
Public transport fares will be reimbursed in full subject to pre-approval by the Judge’s SPOC and the submission of the relevant receipts.
Judge progression – If any judge travels out of Lancashire for a progression assessment, then expenses may be claimed if not awarded by another organisation.
NCAS provide the following grants/expenses –
Judge achievement grant
Judge practical assessment travel expenses
Judge uniform grant
National judge conference expenses
Judge shirt reimbursement
All can be found on the NCAS website – ncas.co.uk
OFFICERS/COMMITTEE MEMBERS EXPENSES
Officers/Committee members required to attend additional meetings and subgroups outside of their normal quarterly meeting attendance and the AGM will be able to claim expenses as shown below
Mileage will be paid at the current mileage rate of 30p per mile travelled to and from the venue where the meeting is to take place
Officers/Committee members may also claim for all reasonable expenses incurred in the carrying out of their duties (eg paper / ink cartridges etc.) subject to the production of the relevant receipts. Committee duties should not be carried out at the expense of the Committee Member, this may include a reimbursement for catering/provisions to the meeting members.
All other expenses will be at the discretion of the LAA Treasurer and LAA Officers where necessary, on receipt of the relevant expenses claim form and supporting receipt(s) for the cost incurred. e.g. engraving of team trophies.
APPENDIX 1 – LANCASHIRE ARCHERY ASSOCIATION APPLICATION FOR ARCHER GRANT
This grant is to support LAA affiliated archers who have been selected to represent
any UK country or GB at a competition outside of England. This may include events under AGB,
EAF, University or Invictus Games auspices.
Grants are not available for training camp type events, or events where the archer may have “entered” for themselves and not been selected on merit, following a selection process.
Each application for a grant will be assessed on its merits and will be made at the
discretion of the LAA Committee and will take into account the state of the LAA
finances at the time of application.
All applications should contain supporting information to confirm selection, eg
selection notice, invite letter, or link to webpage showing team make up.
Claims for Grants may be made at any time after the archer has been selected, or
within 4 weeks of return from the event.
If the Archer is unable to attend the event, for which the grant has been provided,
they will be required to re-pay the grant in full to LAA. (Treasurer Favoured option)
All LAA affiliated archers may apply for the grant.
All applications must be made on the attached form.
Up to three applications each year (1st January to 30th December) will be permitted. The first grant will be paid at the rate of £150.00, the second and third, at £100.00 and £50.00 respectively.
After attending the event, the archer must provide to the LAA Secretary a brief report of their involvement in the Competition, including as a minimum their scores and positions in each section.
Completed application forms to be sent to the LAA Treasurer -