Travel and Subsistence Expenses Policy – Officials and Volunteers

Policy Statement

The Hampshire County ASA will pay travel and subsistence expenses of all officials and
volunteers that are necessarily incurred when working at County Events and Meetings.

Payment of expenses

  1. The payment of expenses shall be subject to the authorisation of the person
    responsible for the finances of the activity.
  2. Discipline Secretaries and other County Management Committee members may not
    authorise their own expenses, they shall be authorised by the County Treasurer or the
    County Chairman.
  3. All claims for expenses shall be made using the Hampshire County ASA Expenses
    Claims Form.
  4. The provision of Claims Forms is the responsibility of the event/meeting organiser.
  5. The relevant person, as stated above, shall authorise Claims Forms and forward them
    to the County Treasurer for payment.
  6. No expenses will be paid in cash.
  7. No claims, other than mileage, may exceed the individual’s actual expenditure.

Travel and Subsistence

I Officials from the Mainland or Isle of Wight

Travel

For Licenced Officials and volunteers travelling from within the mainland or from the
Isle of Wight, costs of travel will be paid as follows.

  1. Private car claims may be made for the actual mileage at the rate set by Aquatics
    GB (currently at 45p per mile).
  2. Travel by Public Road Transport and Rail Travel– standard fare or discounted
    fares that are available and suitable.
  3. Ferry – lowest prevailing fares.
  4. Car Park charges, with receipts where possible. For County Swimming Championships, the County will provide parking permits at no charge, and these should be used whenever possible, provided there are sufficient spaces at the venue. Otherwise, appropriate parking fees will be refunded on production of car parking receipt.
  5. The origin and destination of all journeys shall be entered on the form so that
    mileage can be checked. Diversions, alternative routes etc. must be denoted on the
    form and the reason for the diversion etc. stated.
  6. Multiple journeys may be recorded on the same form provided they are for the
    same meeting/event and purpose.
  7. Claims for Rail, Public Transport and Ferry journeys are to be accompanied by
    receipts.

Accommodation and Subsistence

  1. Accommodation and Subsistence will be paid when one or more of the following
    applies:
    a. It is less expensive than travel from home on separate days.
    b. It is necessary in order to set up for the event.
    c. It would mean the same driver having to drive, on consecutive days, in the
    morning and evening of the same day, on return journeys, less than 13 hours
    apart.
  2. Where the above do not apply, it is allowable to claim for accommodation and
    subsistence up to the cost of the travel that would otherwise have been incurred.
  3. Where possible, budget hotels shall be used.
  4. All claims for accommodation and subsistence must be accompanied by receipts.
  5. It is expected that officials working at an event, with more than one session per
    day, will work all sessions on that day.
  6. It is expected that officials that travel more than 60 miles to an event, of more than
    one day, will stay in local accommodation rather than travelling home and back
    every day.
    • 6.1 Travel expenses will be limited to one return journey paid in full for up to 100
      miles round-trip per additional day.
    • 6.2 Persons who need to be at the pool the previous evening or early in the morning for setting up, may travel the day before the event and claim for accommodation.
    • 6.3 Any official who has to travel 60 miles or more and is going to officiate for all sessions in a day be permitted to claim overnight accommodation for the night before the competition.
  7. Officials who travel to an event for training or mentoring may not claim expenses
    for that session, as they are not deemed to be working.

II Officials from Jersey or Guernsey

Licenced Officials from Jersey and Guernsey who have prior approval for duties at the
Hampshire County Championships 2026 will receive a daily rate contribution, to
travel expenses of £100 per day (£200 maximum for a full weekend). Where a full day
is not worked then the daily rate is reduced to £50. These daily rates can be claimed
without the need to submit expense receipts using the County Expense claim form.


Issue 5 – August 2025

Download HCASA personal expense claim form