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DEVONGOLF


Expenses Policy

Policy

Devon Golf will contribute to the expenses of a player who represents the county in an event or match and support a junior who is playing in a national junior event recognised by the county as a ‘qualifying’ event.

Expenses will also be paid to Captains, Team Managers, Coaches, Junior Organisers, Directors, Sub-Committee members, Handicap Advisors, Competition and Match officials including Referees and Volunteers when fulfilling their duties on behalf of the county.

1 Budgetary Control and Procedures

Budgets will be established for the financial year commencing 1st January and these will be prepared with the assistance of those listed below. The Finance Director will then submit a consolidated budget to the Board for formal approval. 

ActivityResponsibility
TournamentsCompetitions Director 
Course RatingClub Services Director 

Coaching
Teams
National Tournaments 

Performance Director 
Marketing Plan Development Director

County Cards
Premises
Offices
Meetings

 Operations Manager

The budget agreed for each area of expenditure represents the maximum that may be spent during that year. Any proposed expenditure in excess of each agreed category must be referred by the relevant Director to the Finance Director, who will then review the request and seek formal approval from the Board (additional expenditure requests cannot simply be funded by under expenditure in other areas). 

To cover any emergency situations, approval may be also sought from two of the Board including the Chair, Finance Director or Operations Manager. Any approval given will be formally noted and recorded and ratified at the next Board meeting.

2 County Team Events

2.1 Away Fixtures

Hotel or similar accommodation will be provided for away fixtures requiring an overnight stay along with reasonable subsistence. All accommodation will be booked and paid for by the County Treasurer and no player should make their own booking. Team Managers must liaise with the County Treasurer to book accommodation in good time and within the agreed budgets. The Team Manager is responsible for ensuring that any appropriate subsistence is within the agreed limits as set out below and arrange for an invoice to be sent direct to the County Treasurer for payment. 

2.2 Home Fixtures

A lunch and evening meal will be provided on match days for players and officials from each county and is subject to the agreed terms of the competition.

2.3 Travel Expenses

Travel expenses will be paid to players at the rates stated below and the Team Managers are responsible for ensuring players car share with other players whenever possible.

2.4 Drinks

The county will pay for a non-alcoholic drink during a match lunch and post match meal.

2.5 Personal Expenses

All personal expenses incurred by the player must be paid for by the player.

2.6 Authorisation of Expenses

Each Team Manager will be responsible for ensuring his match budget includes all of the above requirements and for submitting a ‘team expenses sheet’ to the office as soon as is practical after each match/event. 

Match Expenses20p per mile  plus an extra 5p per mile for playing passengers.
Mileage20p per mile plus an extra 5p per mile when carrying playing passengers
Tolls etcFull reimbursment with receipt
Accommodation£85 per room (two sharing)
Subsistences (see note below)Breakfast             £10
Lunch                   £10
Evening Meal      £20

tips must be paid direct and will not be reimbursed

Subsistence only applies when this has not been booked as part of an accommodation package. If a player insists on having a single room then they must pay the difference between the cost of the single room and 50% of the approved room rate for the fixture. If the accommodation costs exceed the above budgets due to the location, reference will need to be made to the Operations Manager or Finance Director for prior approval.

The Team manager or his nominated deputy may authorise additional match expenses on the match day only and may include the purchase of course planners, hiring of a team buggy/electric trolleys or additional drinks when needed to a strict maximum of £50.

2.7 County Colours

After representing the County in three league games or receiving selection for South West or Inter-Counties week, the player is entitled to receive a County badge, pin or tie.

2.8 Clothing & Equipment

A team member will receive 2 shirts and 1 long sleeved top with players selected to play in South West/Inter Counties week to receive additional clothing that will then be agreed by the Board. Fund raising events may be organised to purchase additional team clothing. 

2.9 County Logo Balls

One ball is to be issued to each player (or pair) per game.

2.10 Ownership of County Clothing & Equipment

The Board reserve the right to ask players to return issued clothing. Each Team Manager is responsible for issuing team clothing and for keeping of an inventory of clothing issued which must be passed on to succeeding Team Managers.

3. National Tournaments

3.1 Objective

To help and encourage junior players to participate in national events and improve their golfing experience, the county will help towards the cost of entering such events

3.2 Extent of the Scheme

The scheme covers junior players aged 18 and below, playing in junior events only (the scheme will not cover entries from juniors for adult events). Players must conform to the appropriate EG handicapping requirements and be a member of a Devon affiliated club. The player must also be part of a county squad and evidence commitment to Devon Golf.

3.3 Authorisation of Expenses

Players wishing to enter events and be considered to receive expenses should first inform their respective Team Manager of their intention. The Team Manager, if supporting the request should then recommend the application to the Performance Director for approval. When approving the request, consideration will be given to the individual’s commitment to county matches and events and the Performance Director will inform the player of their final decision within 14 days of receiving an application. Successful applicants should then submit their claim form as soon as is possible after the event to the County Treasurer by e-mail at accounts@devongolf.org.uk with all relevant receipts, duly authorised by the Performance Director for payment.

3.4 Allowable Expenses

The amount a player may receive is detailed below; Entry Fees All (except catering) Mileage 20p per mile Tolls etc Full reimbursement with receipt Accommodation £42.50 per night of the event Accommodation on the night before the event is not included, but should the player qualify to play on the last day of an event and travel home after attending any prize giving, they are entitled to claim that night’s accommodation costs in lieu of staying.

3.5 County Qualifying Events

 English Girls & Boys Championships,

 British Girls & Boys Championships 

 Carris Trophy, McGregor Trophy and Reid Trophy 

A contribution will be made to the club that qualifies to represent the county at the EG Champion Club event and also to individuals who qualify for the individual Champion of Champions events. The level of support will be agreed direct with the club and individuals concerned by the Board. Any other funding requested from individual players and teams to compete in national events will need to be reviewed and agreed by the Board.

3.6 Coaching Programme

A coaching programme will be developed by the Performance Director and supported by the County coaches for all players and elite squad players at all ages. When attending these events travel or subsistence will not be payable, given those attending should all personally benefit from doing so. Individual coaching vouchers will also be made available to elite players at the discretion of the Team Managers.

4. Directors and Officers allowable expenses

4.1   President

 Travelling expenses on county business, 
 South West Counties / Inter Counties Week - overnight hotel and subsistence 
 English Champion Club Tournament - hotel and subsistence, 
 English County Finals (should Devon qualify) - hotel and subsistence, 
 EG County Presidents and Guests Tournament - hotel and subsistence, 
 County home fixtures - subsistence, 
 County dinners - hotel and subsistence, 

4.2    Performance Director

 Clothing as determined by the Board. 
 Travelling expenses when on county business, 
 South West Counties Week / Inter Counties Week - hotel and subsistence, 
 English County Finals (should Devon qualify) - hotel and subsistence, 
 EG Coaching Conference - hotel and subsistence, 
 Clothing as determined by the Board. 

4.3   County Captian (if deputising for the President)

 Travelling expenses on county business, 
 South West Counties / Inter Counties Week - overnight hotel and subsistence, 
 County home fixtures - subsistence, 
 Clothing as determined by the Board. 

4.4   Team Manager and Vice Captian

 Expenses in line with their own team players requirements, 
 Clothing as determined by the Board. 

4.5   County Coaches

 Hotel and subsistence when asked to represent the county,
 Clothing as determined by the Board. 

4.6   Junior Organisors

 Travelling expenses when representing the county at junior events and matches, 
 Junior Four Counties / Girls Inter Counties - hotel and subsistence, 
 County home and away fixtures - hotel and subsistence, 
 Clothing as determined by the Board. 

4.7   Board Directors

 Travelling expenses, subsistence and accommodation on county business. 

4.8    Competitions & Match Play Secretary, Volunteers, Referees & Handicap Advisors

 Travelling expenses on county business,
 Officiating at competitions and events - subsistence, (overnight accommodation may be considered, dependent upon the travelling time and to be approved by the Operations Manager or Competitions Director), 
 Clothing as determined by the Board. 

4.9    Personal Expenses

  When a partner of an official is formally invited to an official function, the related expenses will be agreed by the Board. Partners of an official attending any county match, South West or Inter Counties week do so at their own expense. 

4.10  Allowable Expenses Mileage

Mileage

Competitions, Match Officials and Course Rating Team
 
Board Directors and Sub-Committee members 
attending meeting

30p per mile (plus an extra 5p per mile if carrying passengers)


20p per mile (plus an extra 5p per mile if carrying passengers)


Tolls
Full reimbursement with Receipt
Subsistence

Breakfast
Lunch
Dinner

£10
£10
£20

Subsistence will only apply when meals have not been booked as part of any accommodation package and must be agreed in advance with the event organiser.

Expenses for a competition or match must be approved and submitted by the event organiser in one claim and sent to the County Treasurer for payment.

For reference all Board meetings and sub-committee meetings are not expected to last more than 2½ hours and should be arranged at suitably convenient times. Whilst mileage will be payable to those attending, no subsistence payments will be payable.





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