A set of budgets are approved by the Board of directors at the last Board meeting of the calendar year. These are based on bids from the branches and the national groups. Draft budget bids need to be submitted by 1st October each year, but can be revised up to the Board meeting in November.
The operational budget is paid around February and the campaigning elements paid when they are delivered or the expense is about to be incurred.
It will never make sense for Railfuture to not do something really important and useful because there is no budget remaining, so if it can be properly justified then branches can request additional funds.
The Meetings Policy is applicable for meetings taking place on or after 1 January 2022; there is no expectation that meetings already noticeably organised before then will be 'retro-fitted' to this policy.
Meetings Policy (PDF format 118kB)
The Governance Group have produced a Policy (that has been approved by the Board) that it is strongly recommend be read prior to planning any travel (or other cost) which is to be expensed.
- Expenses Policy (PDF format 154kB)
Expenditure from these budgets, such as travel expenses, postage and telephone calls, is claimed using the Expenses Claim Form below. This is approved by the budget holder or secretary and forwarded to the national Finance Officer to make payment. Because of the prevalence of email, postage and telephone calls should only be claimed in exceptional cases.
Volunteers incurring expenses for group activities should inform the budget holder of their intention to claim as soon as possible and certainly within four weeks. It is vital that the budget holder as an up-to-date balance, particularly towards the end of the year.
To avoid complicating the annual accounts, expenses must be claimed before the end of the year.
Expense Claim Form (PDF format 150kB)
Please note: wherever possible payment will be made directly into the bank account of the person who incurred the expense. Anyone who requires payment by cheque (which will normally only be produced once a month) should state the reason for this.
Anyone who is a Railfuture Director is required, as a condition of office, to maintain a list of all their 'on business' activities during the year and submit an expenses declaration of what was claimed and waived for that year. These are listed at expenses