RBH board members expenses claims

Date published: 25/04/2008

Rochdale Boroughwide Housing has published the expenses claims of Board members for the financial year ended 2007/08, though given they are tucked away in the deeply buried governance section of the RBH website they were unlikely to be seen by many people in the borough!

Board members may claim a number of expenses ranging from travelling expenses to broadband provision to loss of earnings, however, the four councillors who are RBH Board members, Barbara Todd, Brian Davies, Michael Holly and Dale Mulgrew are not entitled to claim expenses from RBH.

Board Members Total Claims 07/08

Gill Walch - £2,073.57

Heather Stott - £1140.00

Keith Barker - £1140.00

Philomena Renshaw - £1140.00

Roy Thompson - £1232.99

Ian Agnew - £1140.00

Wahid Choudhry - £1140.00

Derek Brown - £1140.00

TOTAL
£10146.56


Travelling expenses: RBH is committed to achieving value for money. With this in mind, Board members should travel in the most efficient way where possible, and car sharing is encouraged. RBH will arrange train journeys and accommodation where necessary for journeys outside the borough. Costs incurred for the use of the bus or train (for local journeys) and car parking will be reimbursed at cost where receipts are provided. RBH will not pay fines for parking or driving offences incurred whilst undertaking Board member or advisor duties.

Broadband Provision: RBH will fund the provision of broadband for each Board member and advisor, to a maximum value of £20per month. This will be payable upon the receipt of a copy of the bill or a copy of a bank statement showing the transaction going out of the account.

Overnight stays: A fixed sum of £10 will be payable for networking or social costs for events requiring an overnight stay.

Subsistence:
The cost of meals/food will be paid for events exceeding 4 hours:

Breakfast £5.00
Lunch £7.50 including 12.00 to 2.00 pm
Tea £5.00 ending after 4.00 pm
Evening Meal £10.00 ending after 7.00 pm

Receipts should be submitted with the claim form. Breakfast costs are typically paid for early starts such as the 7.00am train for London events. Evening meal costs are only paid for events in locations more than 1 hour travelling time from home. Payment will be made for snacks, tea or coffee.

Telephone costs / mobile phones: Costs will be reimbursed for Board related calls itemised on a telephone bill. The relevant VAT will also be paid. Landlines should be used where possible.

Administrative expenses: If any member or advisor requires stationery to assist with the performing of their duty, they should request these via the Governance Manager. RBH procure these at far better prices than can be purchased in small quantities, so it is more cost effective to request stationery or printer cartridges than it is to buy it and claim it back.

Taxis:
Taxis should be used for evening meetings, where there are mobility issues, or where fear of crime is a concern. Whenever possible, Town Taxis (01706 750750 – with a code word) should be booked in advance, so that the journey can be added to RBH’s account. Town Taxis are the preferred supplier following a procurement exercise. When booking the taxi, the Board member or advisor should quote their name, the name of an RBH officer at the meeting, and should be travelling within a reasonable time of the meeting that they are attending. Again taxis should be shared where possible. Please contact the Governance Manager (01706 273811) for advice if you need to use a taxi for the first time as a Board member or advisor.

Mileage allowances:
A valid VAT receipt (including the VAT registration number) for the purchase of fuel is now required and should be attached to the mileage claim. It is accepted that the fuel may not be purchased on the date of travel, but should generally be around that date. Guidelines for the minimum value of the receipt are in the table below. This is a HMRC (Customs & Excise ) requirement. Members and advisors are responsible for their insurance cover.

Miles claimed Value of fuel receipt required
10 £0.80
50 £3.99
100 £7.97

Rates payable are motor cycle - 20p per mile; car - 43p per mile

Dependant care: RBH seeks to overcome any barriers for carers who may wish to become members or advisors. The cost of carers may be claimed in respect of children under the age of 16 or the Board member is the sole carer for someone in receipt of a carer’s allowance.

Members and advisors should claim the actual cost. Indicative rates are £7 per hour for child minding and up to £15 for carer’s allowance cases. The Governance Manager is authorised to fully cover higher actual costs if reasonable.

These are not payable if the substitute carer is a member of their household.
Members will be encouraged to declare their dependent care responsibilities upon appointment.

Loss of earnings: Payment will be made for loss of earnings where the member or advisor has deductions from pay for time off to attend Board meetings, sub-committee meetings or training.

Any expenses for approved duties not listed in this policy will be paid subject to provision of receipts or other reasonably expected evidence of the costs.