1. Expenses – Scope.

1.1. All members may claim expenses for direct travel to and from matches in Yorkshire to which they have been appointed by the Federation or one of the Member Societies (MS). Those members appointed by the East Riding, North Yorkshire & Cleveland and South Yorkshire Societies to officiate clubs’ U19s matches (normally Sunday am) should claim expenses from the appropriate MS Treasurer.

1.2 Members may claim expenses for direct travel to and from exchange matches in other counties to which they have been appointed by the Federation.

1.3 The Federation encourages members to use rail travel whenever appropriate and practical. The best value Standard Class return ticket must be purchased. A copy or receipt should be included with the travel claim. The receipt may be scanned and transmitted with the claim by email otherwise surface mail will apply.

1.4 When a party of members is appointed to officiate on exchange to another county the senior referee will liaise with the Federation Exchange Appointments Officer and the other members appointed to reduce car usage – at least two members should travel together. Unless there are special circumstances and these have been agreed beforehand with the Federation treasurer any member choosing to travel alone will do so at his or her own expense.

1.5 Members may claim one night’s overnight accommodation and meals when appointed to exchange matches which involve a return journey greater than 300 miles. Members must supply receipts for accommodation, meals and public transport. The receipts may be scanned and transmitted with the claim by email otherwise surface mail will apply.
Members are expected to use one of the many budget hotel/motel chains now available. In case of difficulty members are required to contact the Federation treasurer beforehand.

1.6 Members elected or appointed to Federation Committees may claim expenses for direct travel to and from Federation Committee meetings and the AGM.

1.7 Members attending Federation development squad meetings may claim expenses for direct travel to and from the venue.

1.8 In the event of Federation special training courses, those attending will be advised whether claims may be made.

1.9 Federation and Member Society Officers may make claims for reimbursement of costs incurred in their duties. These include for example telephone charges, printer ink, postage and stationery. Receipts must support the claims. For telephone claims the receipt is a copy of the summary sheet of the quarterly bill. Those claims which relate specifically to MS duties should be sent to the relevant MS Treasurer.

1.10 From season 2015/16 Federation expense claims will be paid online via “Who’s The Ref” and it is incumbent upon each member to supply their personal banking details to the YRS accountant - accountant.yorkshirefedofreferee@yahoo.co.uk – who will upload the details.
The full cost is still recovered from 1st team games at Levels 6 and 7. From L8/2nd team and below the maximum is still £25 with the balance claimed from YRS.

Note that direct travel does not include stops, diversions or visits en-route which are not considered to be necessary to the usual journey. This is a requirement of the insurance cover provided by RFU/Marsh Insurance.

2. Expenses – how to claim.

2.1 The maximum rate per mile to be claimed will be advised following the Federation Annual General Meeting.

2.2 Referees & Assistant Referees.

2.2.1 Level 7 games (Yorkshire 1, Northumberland & Durham 1) and above. Claim IN FULL the travel expenses on the day from the Home Club.

2.2.2 Level 8 games (Yorkshire 2, Northumberland & Durham 2) and below. Claim a maximum of £25.00 from the club on the day. Any balance above £25.00 must be claimed from the Federation via WTR.

2.2.3 Second and lower teams, claim a maximum of £25.00 from the club on the day. Any balance above £25.00 must be claimed from the Federation via WTR.

2.2.4 Claim all reasonable travel expenses for Federation exchange appointments outside Yorkshire from the Federation via WTR. Any claim is dependent on confirmation of their travel plans by the YRS treasurer and exchange secretary.

2.2.5 For Level 5 league games NO claim must be made from the club nor from the Federation Treasurer. Claims should be made according to the published Level 5 scheme protocol.

2.2.6 For appointments to Yorkshire County matches and County Cup, Shield & Trophy finals, claim in full from the Federation via WTR.

2.2.7 When a member is appointed by a Member Society to an exchange outside Yorkshire, the claim must be made to the relevant MS Treasurer

2.3 Assessors, Advisers, Coaches.

2.3.1 Claim travel expenses from the Federation via WTR

2.3.2 For Level 5 league games NO claim must be made from the club nor from the Federation Treasurer. Claims should be made according to the published Level 5 scheme protocol.

2.3.3 For appointments to Yorkshire County matches and County Cup, Shield & Trophy finals, claim in full from the Federation via WTR