governors allowances policy
Issue Date: March 2025
Reviewed by: Full Governing Board
Review Date: March 2027​​​
The governing board has decided to pay reasonable allowances from the school’s delegated budget to cover any costs that board members incur through carrying out their duties.
This policy sets out the terms on which such allowances will be paid.
By adopting this policy, we will ensure that no member of the community is prevented from becoming a governor on the grounds of cost.
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Legislation and guidance
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For maintained schools only:
The Governance Guide for maintained schools says that boards in maintained schools with a delegated budget can choose whether or not to pay allowances to board members. Where they choose to do so, it must be in accordance with a policy or scheme.
The legislation on governors’ allowances is set out in the School Governance (Roles, Procedures and Allowances) (England) Regulations 2013, part 6.
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Overview
Members of the governing board may claim allowances to cover expenditure necessary to enable them to perform their duties.
This does not include an attendance allowance, or payment to cover loss of earnings.
Members of the governing board may claim allowances by completing a claim form (see appendix 1), which is authorised by the Executive Headteacher and emailed to the Office Manager.
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Allowances will only be paid on the provision of a receipt, and will be limited to the amount shown on the receipt.
Members of the governing board may claim for:
Childcare
Care for elderly or dependent relatives
Extra costs incurred because they have a special need or English as a second language
Travel and subsistence costs
Telephone charges, photocopying, postage, stationery, etc.
Other justifiable allowances
Claims will be paid in arrears on a case-by-case basis. Reimbursable costs should be agreed in principle by the Executive Headteacher before they are incurred.
The chair of governors (or the vice-chair, where appropriate) may investigate claims that appear excessive or inconsistent. All claims will be subject to an independent audit.
Travel expenses where a governor uses their own vehicle must not exceed the HM Revenue and Customs (HMRC) approved mileage rates (see appendix 2).
Monitoring arrangements
This policy will be reviewed every 2 years by the Full Governing Board Any amendments will be presented at a meeting of the full governing board.
Appendix 1: Governor Claim Form
​​​Roots Federation
Governor claim form
Name:
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Address:
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Claim period:
I claim the total sum of £__________ for governor expenses as detailed below. I have attached relevant receipts to support my claim.
Signed: _____________________________Date: _______________
EXPENSE TYPE £
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Childcare
Care arrangements for dependent relatives
Support for a special need or English as a second language
Travel or subsistence
Telephone charges, photocopying, postage or stationery
Other (please specify)
Total expenses claimed
This form should be authorised by the Executive Headteacher and Chair of Governors and submitted to the school office for payment.
The form should be submitted within one month of the expenses being incurred.
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Appendix 2: Approved Mileage Rates
The table below shows HMRC’s current approved mileage rates, which are published on the HMRC website.
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TYPE OF VEHICLE
Cars and vans
FIRST 10,000 MILES
45p
ABOVE 10,000 MILES
25p
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TYPE OF VEHICLE
Motorcycles
FIRST 10,000 MILES
24p
ABOVE 10,000 MILES
24p
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TYPE OF VEHICLE
Bikes
FIRST 10,000 MILES
20p
ABOVE 10,000 MILES
20p
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Allowance Rates
Rates at which allowances are payable
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Expenditure
Rates Payable
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Care arrangements
Actual costs incurred up to a maximum of £50
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Telephone, Postage etc
Actual costs incurred
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Travel – mileage
In accordance with the Inland Revenue Authorised Mileage Rates
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Travel – public transport
Actual costs incurred (second class only)
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