Appendix : Financial Arrangements


Contents
 
▷ Expenses
▷ Zoom accounts
▷ Room hire


  Convener/Group expenses

  ‘Set Up’ costs of £50 may be re-imbursed provided they have been agreed in advance by the groups organiser
 
  Running costs of up to £75 annually to include:
 
• Provision for employing/paying external tutors (professional coaches, experts, trainers but not cedU3A members). These should be for ‘one-off’ or very occasional sessions only. Conveners must ensure they obtain documentary evidence from tutors/coaches etc of public liability insurance, and that they are registered with HMRC as self-employed. Receipts are also required and should be retained
 
• Incidental expenses incurred by groups, e.g., hiring play scripts, to be agreed by the groups coordinator/groups organiser in advance
 
• Travelling expenses (additional costs after using Freedom Pass and Senior Rail Card) for walking groups and other outdoor groups for purposes of reconnaissance
 
  Receipts/invoices should be retained and submitted to the Ttreasurer at treasurer@cedu3a.org.uk
 
  We will not fund ‘consumable’ materials for the personal use of individual members such as paper, pencils, fabric


  Zoom accounts

  Zoom’s 45-minute limited basic account is free
 
  Reimbursement for the cost of a Zoom Monthly Pro Account must be agreed in advance by the Groups Co-ordinator at groups@cedu3a.org.uk
 
  Zoom technical support can be accessed by contacting data@cedu3a.org.uk
 
  Receipts/invoices should be retained and submitted to the Treasurer at treasurer@cedu3a.org.uk


  Room hire

  Group meetings generally take place in members’ homes
 
  External venues may be appropriate for sports and some other activities where specialist facilities are required
 
  Approval for ‘one-off’ or regular meetings should be sought from the Groups’ Coordinator
 
  Where approved hire costs for groups will be met centrally
 
  A list of venues used is available here
 
  Bookings should be made directly with the venue and invoices submitted to the Treasurer at treasurer@cedu3a.org.uk
 
  Expenditure outside these guidelines may be considered on request by the Executive Committee