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Guide to accounting

This document provides guidelines to accounting for Annual Conference that is being held in Rotorua from Sunday 1 October to Wednesday 4 October. The guidelines are however also applicable to all Aronui Tomua, Komiti Pasifika, Branch and Area Council.

1 Allowance Rates

The rates below are set by the National Executive to reimburse expenses incurred by members.

Personal Vehicle Use Per Kilometre $ 0.62
Meal Allowance – Breakfast Actual per day cost up to $ 20.00
Meal Allowance – Lunch Actual per day cost up to $ 12.50
Meal Allowance – Evening Meal Actual per day cost up to $ 45.00
Daily Allowance – Overnight* Actual per day cost up to $ 14.00
Daily Allowance – Day Trip* Actual per day cost up to $ 7.00

* Please note either the day trip or overnight allowance may be claimed (ie. not both) for any day. Which one is claimed depends on whether staying overnight.

2 Goods and Services Tax (GST)

NZEI Te Riu Roa is registered for GST. Please provide relevant invoices or GST receipts to allow us claim back the GST. GST does not apply to mileage and daily allowances.

3 Annual Conference Cash Advances and Expenses Claim Forms

Branches may choose to advance money to cover incidental expenses so that a representative or observer is not out of pocket. Information below on suggested cash advance amounts is intended as a guide, and based on the understanding that the majority of representatives and observers arrive in Rotorua on the Sunday, and return home on the following Wednesday afternoon.

Sunday 1 Oct Monday 2 Oct Tuesday 3 Oct Wednesday 4 Oct
Breakfast N/A 20.00 20.00* 20.00
Lunch 12.50 provided provided 12.50
Dinner provided 45.00 45.00 N/A
Daily Allowance 14.00 14.00 14.00 7.00
$224.00

* Not to be claimed by Primary sector as Tuesday breakfast for this group is paid for by NZEI.

NZEI Te Riu Roa is registered under the Incorporated Societies Act 1908. The Act restricts members being paid for attending meetings except for reimbursement of expenses incurred by the members.

Form A: Representative / Observer Expenses Claim form is for claiming incidental and travel costs of an observer, and incidental cost of a representative. The completed form will need to be returned to their respective branch or area council by Wednesday 11th October 2017. GST receipts and tax invoices must be submitted for all claims made. Any unspent money from a cash advance must be returned to the branch with the completed expenses claim form.

Form B: Representative’s Travel Expenses Claim form is for claiming travel costs of a representative. The completed form will need to be handed in to an Area Council Liaison Field Officer by 12.30pm Monday 2 October 2017 at Annual Conference.

4 Annual Conference Wash-Up

National Office provides a grant of $350 for each representative that the Aronui Toumua, Komiti Pasifika, Branch or Area Council sends to the Annual Conference. The following items are initially paid for by National Office and then invoiced back to the respective Aronui Tomua, Komiti Pasifika, Branch or Area Council by way of the wash-up summary process.

  • Observer’s air travel (except those from the South Island)
  • Accommodation
  • President Dinner (Sunday night)
  • Lunch (Monday and Tuesday)
  • Tuesday breakfast (for Primary teachers/principals only)