COPE's expenses policy explains when COPE will pay expenses, and what expenses can be claimed.
Page contents
–– Principles
–– Attending external meetings and conferences
–– Allowable expenses - travel, accommodation and food
Principles
COPE will reimburse reasonable expenses that Trustees, Council Members, staff, and invited speakers at COPE events (the ‘submitter’), wholly, exclusively, and necessarily incur in the performance of their work for COPE under the following principles:
- COPE’s business activities conform to relevant law and high ethical standards.
- That sound judgment is exercised as COPE is first and foremost a charity.
- It is expected that all expenses related to COPE business should in the first instance be paid by the submitter’s employer on the basis that COPE business is an extension of editorial duties. If this is not possible, advice must be sought from the Administrator.
- If expenses are to be met by COPE, they will be paid under the guidelines below.
Attending external meetings and conferences
If the submitter is invited to attend a conference or meeting on behalf of COPE (in particular, to give a presentation) the organisers of the meeting are expected to pay all expenses related to travel, accommodation, and any applicable registration fees. If the organisers are not willing to pay these costs, then COPE will review the cost to COPE and determine whether it fits within our remit and budget.
If the submitter wishes to attend a conference or meeting on behalf of COPE, then COPE will review the cost to COPE and determine whether it fits within our remit and budget.
COPE's invited guests
Occasionally, COPE invites guests to present at the Annual Seminar or to present at or host extraordinary meetings. Expenses for guests will be reimbursed under the same principles and guidelines.
Allowable expenses - travel, accommodation and food
- Flights/rail travel - COPE will reimburse the cost of economy class only; we will not reimburse the cost of business or first class.
- Taxis - taxis to or from meetings, hotels, airports, or railway stations in connection with COPE business will be reimbursed. Public transport should be used if possible.
- Accommodation in a hotel suitable for business travel will be reimbursed at the lowest appropriate rate for that country.
- Food and drink - reasonable costs for meals and refreshments will be reimbursed. A reasonable level is classed as no more than £15 for lunch and £30 for dinner.
- When using a private car the allowable rates per mile are: 45p per mile up to 150 miles in one trip; 25p per mile over 150 miles in one trip.
- Parking fees and tolls are reimbursed where applicable. Fines incurred as a result of driving or parking offences are not reimbursed.
Related content
Page history
Last updated 26 August 2020