Travel Policy_

Purpose
This policy provides clear guidance on travel expense reimbursement for Brighton Phoenix Athletics and Triathlon athletes and coaches. It ensures fairness and support across all sections and event types, including triathlons and running races, for competitions held within the UK.

Scope
This policy applies to athletes and coaches representing Brighton Phoenix Athletics and Triathlon at national level races held within the UK. This policy does not cover international events or age group-specific competitions.

Eligibility
Both junior and adult athletes competing in national level events within the UK may be eligible for travel expense reimbursement. Coaches supporting teams or individual athletes in national events are also eligible for reimbursement. The policy excludes age group events.

Travel Expenses
Eligible travel expenses include:

  • Private Vehicle: Reimbursement at £0.20 per mile for car travel. Athletes and coaches are encouraged to carpool whenever possible.
  • Public Transport: Reimbursement for standard-class tickets for travel by train, bus, or air, with receipts required.
  • Car Hire/Taxis: These will only be reimbursed with prior approval from the club.


Accommodation
Accommodation costs may be reimbursed where overnight stays are necessary due to event scheduling or travel distances. Room sharing is encouraged where practical to reduce costs.

Subsistence
No subsistence (meal) costs will be reimbursed.

Claim Process
Athletes and coaches must submit an expense claim form along with receipts via email to treasurer@brightonphoenix.org.uk within 30 days of the event.

Budget and Approval
The club allocates a maximum annual budget of {£1,000} for travel expenses. The coaching director(s) have the final decision on which events the club will support. In case the budget limit is reached, priority will be given to key national events.

Beneficiary Expectations
Beneficiaries of travel support are expected to:

  • Promote the event and Brighton Phoenix Athletics and Triathlon on social media.
  • Write a race report for the club’s website.

Non-Reimbursable Items
The following are not eligible for reimbursement:

  • Personal expenses such as toiletries or entertainment.
  • Expenses for companions or family members.
  • Parking fines or penalties.

Exceptions
Any exceptions to this policy must be pre-approved by the club treasurer.

Policy Review
The travel policy will be reviewed annually to ensure it remains fair and relevant to the needs of the club.