Guidelines for NZAP Expenses

For Council and Committee Members and others
Updated 26 March 2018

NZAP Expenses Form Nov 2018

  • Expenses may be charged by Council and Committee members and others as approved. The general guideline is that where costs are incurred in the course of NZAP business, NZAP will pay.
  • Transport to your meeting is paid by NZAP. With airlines we ask you to book ahead as far as possible since it reduces costs greatly. However, we recognise that sometimes plans have to be made at short notice. Please don’t pay for cancellation insurance – it is cheaper for us to miss out on the occasional trip than to pay for all insurances.
  • You can claim your travel from home to the airport and back.
  • The cost of getting from the airport to the meeting place will also be reimbursed. We ask you to use shuttles over taxis wherever possible and practical.
  • Car travel is paid at 50c per kilometre.
  • You can also claim the cost for car parking while you are away on NZAP business.
  • If you choose to drive rather than fly, the amount you can claim is the equivalent to an average ticket to the destination.
  • When the meeting is some distance from home we understand it may be reasonable to stay overnight and eat before and/or after a meeting. NZAP will pay such expenses, i.e. accommodation and a meal to the value of $30.
  • Sometimes a person stays at a private home instead of a hotel. In this case a $50 cost can be claimed; similarly, a contribution to meal costs.
  • All expenses must be receipted. Our accounts are audited each year and receipts may be checked, especially if the amount is over $50. If a receipt is lost or if it is not possible to provide a receipt (for instance when staying at a private home) then a statement of explanation is needed. A receipt should include the vendor name, the date, the amount, if GST is included and the GST number (GST invoices should be labeled “Tax Invoice”). For mileage claims there is naturally no receipt.
  • NZAP does not pay for alcohol.
  • If your meeting is for most of a day, for instance from 11.00am until 6.00pm and you can reasonably travel to and from home that day, please do that. However, if you want to stay a night we will reimburse.
  • Council members can claim back the Early Bird Registration fee for the Conference.