All expenses and costs from Groups and their events must be submitted to Icon by the Treasurer to allow them to check the correct completion of the form and the claim amount as well as authorise the expenditure.
If a claim relates to the Treasurer, then the expense claim or invoice should be authorised and emailed across by the Group Chair.
Expense Policy
Please read our Expenses Policy before before making payments as this will impact what you are able to claim for.
This is our Policy for all Icon Staff, Trustees and Volunteers, all Group Expense Claims go to [email protected], not [email protected].
Expense Claim Form
Please download here Icon Group Expense Claim Form.xlsx
Individuals can either complete the form themselves, to then be checked by the Treasurer, or the Treasurer can complete it on their behalf. It needs to be completed for both expenses and invoices.
Once the form is complete the Treasurer should email it to the Groups and Public Programme Lead on [email protected]
The email should contain:
- Copy of the completed Expenses Claim Form (this is required for submitting both expenses and invoices).
- Any additional documentation, i.e. receipts if claiming for expenses. Expenses will not be authorised without receipts.
- If you require an international transfer please also include in your email the Full Address, Bank Name, Bank Address
and the SWIFT and IBAN numbers
Please note:
- You must always obtain receipts or invoices before paying for services or expenses claims etc. If it is for services or goods involving VAT, the invoice or receipt must include the VAT number.
- No costs will be paid without Icon receiving supporting paperwork or receipts. It is the responsibility of the Treasurer or Chair to ensure that these have been received and are attached with the claim.
- Please retain all supporting paperwork for your records.
- Payments are made by BACS unless otherwise requested.
- You must add in the correct Account and Department codes to your claim (these are listed in the second tab on the Expense Claim Form).
- Any member claiming mileage must state the number of miles claimed and the starting and finishing places of the journey.
- In cases where Committee members have been invited to be a speaker at an event, it may be appropriate to pay reasonable expenses to these members. In these cases the speaker and the Treasurer should agree the expenses in detail prior to the event or talk.
- Please adhere to the Guidelines for re-imbursement of expenses which are on the second tab of the Expense Claim Form.
Approval
All invoices and expense forms will be approved by the Groups and Public Programme Lead. If you feel like you need to provide further background information, please email them directly. In case of large invoices, you should contact the Groups and Public Programme Lead beforehand with any background information and then submit the invoice. This will ensure swift approval as soon as the invoice is in the system.
Once approved, the invoice or expense claim is typically paid within two weeks by our external finance company JS2.
If the payment is urgent (if for example it relates to travel costs or to secure a venue), please ensure you flag this in your email.
It is the responsibility of Treasurers to ensure that all theur Group's expenses are porperly managed and are covered by their budget.
International Payments
Making payments to overseas (i.e., outside the UK) beneficiaries and receiving payments from overseas are complicated.
Please contact the Groups and Public Programme Lead should you need to do either.
To make payments overseas, please download and complete the 'Unity Trust Bank International Payments Form' in black and legibly and send it to [email protected]. Do not sign the form. We will do the rest.
These take longer for us to process as there are more steps in the payment process.
