Committee business

Information on how to claim expenses if working for, or on behalf of, the OAA.

The OAA will reimburse reasonable expenses incurred on OAA activities. Individuals claiming reimbursement from the OAA are required initially to be directly responsible for their own expenses. Claims with all relevant receipts should be sent to the OAA Secretariat. The Secretariat will consider each individual claim before determining the level of reimbursement (see Reimbursement Tables below).

Download expenses claim form

How to make a claim

OAA business

All reimbursement claims for OAA business must be made to the OAA Secretariat on the appropriate expenses claim form (with attached original receipts), which is available from the Committee Area of the website or from the OAA Secretariat by e-mail. You are also required on this form to confirm that you will not claim such expenses from another body.

Annual meetings / educational meetings / AGM

All claims for annual meetings or educational meetings (e.g. hotel and travel expenses) must be made on the appropriate expenses claim form (with attached original receipts) within one month of the meeting. The OAA Secretariat will provide forms. You are also required on this form to confirm that you will not claim such expenses from another body.

Claim forms

All claims are subject to preset limits (see Reimbursement Tables and Expenses Claim Form). If you think your level of expenditure will exceed the maximum amounts set out within the claim form, please liaise with the Honorary Treasurer or the OAA Secretariat, as appropriate, beforehand. Failure to do so in advance may limit the amount of reimbursement.

OAA reimbursements

Reimbursement for OAA committee members and invited co-opted members at OAA committee meetings

	Hotel and subsistence expenses ¹	Travel expenses
OAA Officers (President, Hon Secretary, Hon Treasurer)	√	√
OAA Committee members	√	√
Co-opted and invited OAA members	√	√
Invited guests	√	√

¹Up to £150 will be reimbursed for one night’s hotel accommodation and subsistence expenses

OAA annual meeting / AGM

	Free Registration	Free annual dinner	Hotel expenses	Travel expenses
OAA officers (President, Honorary Secretary, Honorary Treasurer)	√	√	√	√
OAA Committee members (including those ‘co-opted’ and ‘invited’)	√	-	-	-
SOAP President	√	√	√	-
Invited representatives of other societies	√	-	-	-

OAA events

Invited speakers	√	√	√	√
Chairmen for sessions ¹	√	-	-	-
Judges (oral / poster presentations)^*	√	-	-	-
Pre-meeting scientific abstract assessors	√	-	-	-
Local organiser(s) – at the discretion of the main organiser of the meeting	√	√	-	-

¹Whenever possible, chairmen, judges etc will consist of OAA Committee members, invited speakers or invited representatives from other societies

* Hotel / travel expenses (up to a total amount equivalent to the registration fee) may be claimed, instead of the registration fee being waived.

Expenditure claim requirements

Expenditure claims should be submitted according to the OAA’s agreed expenditure claim policy. The OAA will reimburse reasonable expenses incurred undertaking OAA activities. The policy goes into further consideration of what reasonable expenses entails to avoid any uncertainty.

Individuals claiming reimbursement are required initially to be directly responsible for their own expenses. Claims with all relevant receipts (paper or electronic copies) should be sent to the OAA Secretariat or OAA Events, for committees and conferences, respectively, for approval. Where claims are not within the set levels reimbursement these should be directed to the Honorary Treasurer for further consideration.

On receipt of an expenditure claim, the budget holder should verify that receipts (in paper or electronic format) have been attached for each of the items listed in the claim as well as ensuring that the OAA’s Expenditure Claim policy is followed.

Download expenses claim form