Expenses settings, explained

Settings → Expenses. Three figures, and each one is a decision your committee has probably already made without writing it down anywhere.

🚗 Mileage rate

Pence per mile, applied to every mileage claim so nobody has to work out the sum. Many clubs use 25p; HMRC’s approved rate for volunteer drivers is higher, and a club may pay anything it likes as long as the committee has agreed it. A member claims the miles, Pavilion works out the money.

📅 Claim deadline

How many months after the end of the month a claim was incurred it may still be submitted. Three is common. Its real purpose is the year end: a claim arriving in August for something bought in February lands in a set of accounts that has already been signed off, and a deadline is how a treasurer avoids having that conversation.

📧 Approver email

Where the notification goes when a claim is raised. Usually the Treasurer. Note that who may approve is not set here — that follows the committee role, so it stays right when officers change. This is only where the email lands.

📋 Categories

Shown here but managed under Accounts, deliberately: an expense category and an accounts category are the same thing, and two lists would drift apart within a season.

Common questions

Can different members have different mileage rates?

No — one rate for the club. A club paying two rates is making a decision per person, which is exactly the sort of thing that should go through the committee rather than a settings screen.

What happens to a claim submitted after the deadline?

The member is told when they submit it. It is a rule, not a lock — the Treasurer can still accept a late claim where there is a good reason.

We changed the rate. Does it change old claims?

No. A claim keeps the amount it was worked out at, so last year’s accounts do not move when this year’s rate is agreed.