Expenses claim form - British Science Association

EXPENSES CLAIM FORM
Details of person to whom cheque / BACS payment should be
addressed
NAME (payee):
Office use only
ADDRESS:
Volunteer role:
Branch:
Cheque No.
Account Ref.
Approved by
Date
Please give details of your expenses below. Wherever possible claims should be supported by receipts and preferably VAT notices.
Description of expense incurred Date Amount VAT Total Cost Code*
Total Claimed £
For payment via the BACS system please give the following
details:
Bank account number:
Sort code:
Signature of Staff contact/Branch Treasurer
Date
Please return to: Dan Richards, Manager of Regional Programmes, British Science Association,
Wellcome Wolfson Building, 165 Queen’s Gate, London, SW7 5HD.
Registered Charity No.: 212479 and SCO39236. VAT No.: 242 404107
* - If you do not know the correct cost code, please indicate which branch you were working with.

NOTES
1. Claims should be supported by receipts and preferably VAT invoices. Till rolls are
not sufficient to enable the Association to recover VAT except in certain cases.
Schedules may be attached provided each category of claim is summarised
overleaf
2. Please use a separate line for each category of expenditure – travel, subsistence,
other purchases, etc, to facilitate correct cost allocation.
3. When a VAT invoice is obtained the VAT should be deducted from the total and
shown separately (e.g. a hotel bill for £120 would appear as £100 under Amount
and £20 under VAT).
4. The Association will meet claims for accommodation of a decent but modest
standard. Hotel bed and breakfast charges will be met when an overnight stay is
unavoidable. The costs of other meals where necessary will also be met.
5. Second class rail fare plus any unavoidable supplementary charges (e.g. for
sleeper berths) will be paid.
6. If private cars are used reimbursement will be at the rate of 45p per mile. Please
ensure that if you are using your car for British Science Association use that your
insurance covers business use.
7. Economy air fares will be reimbursed in certain cases.
8. It is now possible to receive payment via BACS (Banks Automatic Clearing
System). If you prefer payment by this method, please complete the necessary
bank details overleaf. You will receive a remittance advice informing you of the
date the payment will reach your account.
9. Any queries concerning the completion of this form, including the legitimacy of
claims should be addressed to Peter Benjamin, Finance Manager, British Science
Association, Wellcome Wolfson Building, 165 Queen’s Gate, London, SW7 5HD.
10. For a full guidance on branch expenses claims, please contact the Regional
Programmes Assistant for a copy of the British Science Association’s Travel and
Expenses Policy.