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Middlesex Golf

expense policy 2018

General

Middlesex Golf Ltd (MGL) will reimburse reasonable out of pocket costs incurred in the running of golf in the county.

The County Secretary (CS) & Team Managers are responsible for arranging in advance fixtures, venues, accommodation if required, catering, third party transport if required and any other items.

These costs should be broadly within the budget for each fixture. Invoices should be sent to the CS for approval and forwarded to the Finance Director (FD) for payment. Exceptions to this procedure require the approval in advance of the CS and FD.

There is a MGL Expense Claim Document which is to be be used to itemise costs. This should be completed and sent to the CS. Where possible, the relevant receipts should be provided.

Mileage is set at 30 pence per mile.

To reduce administration, where it is likely that an individual will be making more than one claim in a season, each claim should be consolidated and submitted at the end of the season.

Match and Playing Expenses

Claims made are to be submitted to the CS and Team Managers for approval, prior to payment by the FD.

Hotels

The CS will arrange accommodation in advance if the fixture merits overnight stays. Payment for accommodation can be made via one of the following methods:

  • In advance by CS
  • Upon checkout and paid for by Team Captain, who can claim this cost from MGL.
  • Hotel invoice sent to CS.

Meals/Refreshments

Refreshments and meals from overnight stays can be paid for by either the Team Captain who can claim the cost from MGL or the CS if in attendance.

It is the responsibility of the Team Captain to ensure costs for food and refreshments are reasonable.

Travel Expenses

Players are entitled to claim for their personal travel to and from matches and competitions outside of Middlesex only.

Team Managers

Team managers should pay and claim for their team’s refreshments, excluding meals, and for any local golf related expenses to include:

  • Water  
  • Yardage charts
  • Trolleys/Buggies
  • They can also claim for their travel and refreshments

Rules Officials

At the end of the season rules officials can claim for reimbursement of reasonable costs. Claims are to be submitted to the tournament Director for approval, who will forward these onto the CS and onward to the FD for payment.

Reimbursement is for

  • Mileage the agreed rate
  • Any additional costs incurred by Tournament Director during the season

On site drinks will be provided by a tab set up at the venue by CS, Tournament Director or MGL Director. Only in exceptional cases can drinks be claimed using the expense form. It will be the responsibility of the person opening the tab to monitor spending for reasonableness.

On site food will be provided and arranged in advance by CS.

Course Assessments

Mileage and a reasonable amount for refreshments can be claimed when completing these. Claims must be submitted to CS for approval.

Other

Travel to and from golf related national and regional golf events and meetings can be reimbursed, including hotel, meals and refreshments. 















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