National travel policy

Category 1

• National Finals

If you have qualified at CSSC regional level and been invited to participate in a national final event.

• Representative matches

If you have been selected to represent CSSC in a sporting competition.

Category 2

• Open Championships

CSSC sporting events which are open to all members and have no qualifying criteria.

Category 3

• Regional qualifiers

CSSC sporting events that feed into a national final competition 

• Regional events

Any additional event organised via the region

Category 4

• Days Out

Examples include horse race days, theatre trips, rugby matches, golf tournaments and facility tours (e.g. brewery, studio, stadium).

• Residential leisure and sporting events

Examples include Skiing, Scuba Diving, Surfing, Cycling trips, Hill Walking, Pudding Club, Golf & Spa Weekends.

Claims must be submitted using the online form or via the CSSC sport recreational body (SRB).

• All reasonable expenses will be reimbursed in full
• Reasonable expenses include travel tickets purchased well in advance of travel
• No first-class travel will be reimbursed
• Use of a taxi must first be approved by the Event Team or SRB
• All completed claim forms should be submitted no later than three months after the event.
• Claims should only be made if not funded from any other body or organization (including DA’s)

Travel

Costs for use of a private car are assessed on the basis of mileage and will be as follows:

• Driver - 50% of mileage costs up to one times the current full annual CSSC subscription
• Passengers – 5p per mile up to a maximum of £15 per passenger

Public transport

• 50% of costs up to one times the current full annual CSSC subscription.

 Accommodation

If overnight accommodation is booked centrally by CSSC HO or SRB then CSSC will provide the cost figure to be assumed for rebate purposes. If you book your own accommodation then that is the cost for claim purposes. Please note if you book your own accommodation independently of a CSSC offering then that must be justified. Costs will be rebated as follows:

• Per night- 50% of the cost up to a maximum of the current full annual CSSC subscription
• Maximum claim for any one event of two times the current full annual CSSC subscription

Car parking and tolls

• 50% of your car parking can be claimed up to a maximum of £15 providing a receipt is provided
• 50% of your toll charge can be claimed up to a maximum of £15 providing a receipt is provided

Vehicle hire

• Car’s and Minibusses may be hired for events following prior approval from the CSSC Events Team
• The member arranging the hire will receive 50% of the hire cost and mileage at the current rate.

Travel

Costs for use of a private car are assessed on the basis of mileage and will be as follows:

• Driver - 50% of mileage costs up to one half of the current full annual CSSC subscription
• Passengers - 5p per mile up to a maximum of £15 per passenger

Costs for use of public transport will be 50% of costs up to one half of the current full annual CSSC subscription.

 Accommodation

If the event requires you to make a round trip exceeding 200 miles you are eligible to stay overnight in the vicinity of the event. The cost of that accommodation will be rebated as follows:

• Per night- 50% of the cost up to a maximum of the current full annual CSSC subscription
• Maximum claim for any one event of two times the current full annual CSSC subscription.

Car parking and tolls

• 50% of your car parking can be claimed up to a maximum of £15 providing a receipt is provided
• 50% of your toll charge can be claimed up to a maximum of £15 providing a receipt is provided

Vehicle hire

Car’s and Minibusses may be hired for events following prior approval from the CSSC Events Team

• The member arranging the hire will receive 50% of the hire cost and mileage at the current rate.

No expenses to be claimed. This is because these events attract a relatively high subsidy at source either by CSSC head office or regional association.

General

• All events must be administered by the Events Team at CSSC Head Office to qualify for any claim.
• All claimants (and their passengers if relevant) must be current paid-up members of CSSC
• Applicants must make every effort to ensure that their travel and accommodation arrangements are cost-effective and necessary, in the same way, that they would for business travel. Claims for accommodation will be carefully scrutinised and rejected if there was not a good reason for it.
• All completed claim forms should be submitted no later than three months after the event.
• Full details of mileage and other costs of your travel and accommodation should be entered on the form. The receiving authority will assess what is due.
• Claims should only be made if not funded from any other body or organisation (including DA’s)
• Category 2 & 3 - A minimum claim with the scheme is £5
• Category 2 & 3 - All members are limited to a total claim within the calendar year of four times the current full annual subscription.

Travel by car

• Every effort should be made to car share to the event venue and passenger(s) details must be shown on the claim form.
• Passengers are not eligible to claim for travel costs in their own right, except for travel to and from the pick-up point.
• The mileage rate as of January 2020 is 25p/mile.

Travel by public transport

• All claims for travel by public transport must be accompanied by relevant tickets or receipts. Where it is likely that the tickets will be surrendered for inspection or on arrival, a suitable receipt should be obtained at the time of purchase.
• Every effort should be made to secure the cheapest ticket available for the journey e.g. Saver, Super Saver, Apex or other discounted tickets.
• Under no circumstances will the cost of first-class travel be reimbursed.
• Taxi fares are only allowed if there is no other form of transport available and must be approved beforehand by the CSSC Events Team.

Accommodation

• If necessary, accommodation can be booked privately for any event, e.g. because of an early start or late finish or where accommodation is an integral part of the event and not already available via CSSC.
• When booking accommodation yourself, every care must be taken to obtain the best rate available.
• Only bed & breakfast will be admissible. If a dinner, bed and breakfast rate has been purchased the venue should be able to provide the cost applied to the dinner allocation to be removed.
• The entry fee for an event can cover many cost elements, such as facility hire, equipment hire, coaching, refreshments, accommodation, only the accommodation element of an event can be submitted as a cost for claim purposes.
• Category 3 events only- Accommodation costs may only be claimed for events where the return journey to the venue exceeds 200 miles. The 200 miles is the round trip journey door to door and does not include picking up passengers.

As of 1 January 2020, the cost of a private vehicle is assessed at 25p/mile.

The full annual membership subscription for 2020 is £51.00.

• Claimants are required to supply details of their bank account (Account Name, Account Number and Sort Code) to facilitate payment by bank transfer.
• Claims are generally processed within 4 weeks from the date of submission