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.
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.
People working for Railfuture branches do not normally claim travel expenses since the travel will normally be local (within the region). However, since Railfuture is a national organisation, clearly travel from one end of the country to the other may be necessary. Volunteers are entitled to claim for this travel, subject to following the guidelines to ensure that value for money is obtained.
The board of directors have produced guidelines that must be read prior to incurring any travel which is to be expensed.
Expenses Guidelines (PDF format 150kB)
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