Claims and Reporting
Reporting
- Before lodging a claim you must lodge either a full or interim report on the work completed. Download an example of a full report here: Stoney Creek Hut restoration or Upper Spey Hut report
- For some projects, such as organising materials for hut restorations, it is possible for us to pay suppliers or expenses in advance. In this case contact the manager direct at: [email protected] to organise advance payment.
Claiming expenses and organising to pay suppliers direct
- If your organisation is GST registered, Issue an itemised Tax Invoice to the BCT for approved work and materials. The invoice must include your GST number. You will also need to fill in a Claim Form to go with this invoice
- if you or your organisation is not GST registered then use the BCT Claim Form AND include GST Invoice/Receipts for all purchases.
- The BCT will, and often does, pay suppliers directly for large ticket items such as helicopter travel. Talk to the National Operations Manager to arrange this.
- For ease of processing we require invoices and receipts for each claim are delivered in a single pdf file. An easy way to capture invoice/receipts is with an app on your smart phone. We like 'Scannable' for iOS or 'NoteBloc' for Android phones. They quickly and simply crop, square and compile all your invoice/receipts into a single pdf file.
- You can claim milage in two ways. Either at 65 cents a kilometer. This needs to be accompanied by a Google Maps screenshot of where you traveled too and from and the distance and dates of travel recorded on the claim. Or for straight fuel reimbursement. This needs to be accompanied by a fuel receipt. If you are towing a trailer to cart materials talk to the National Operations Manager about how to claim a fair amount for this.
- Food allowance for work parties is limited to a maximum claim of $20 per day per person and needs to be accompanied by a food shop receipt for the trip. Record on the claim the number of people and the dates of work.
