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BSSH Speaker Policy

Speaker Expenses Policy

The speaker’s expenses policy has been agreed by the BSSH Council in 2020 to set principles and guidelines for speakers; Members and Non-Members as code of practice.

Reasonable travel and subsistence will be paid for anyone undertaking necessary and agreed duties to assist the BSSH in carrying out its charitable work. Those claiming for expenses should use discretion, bearing in mind what society members and the public might consider appropriate and inappropriate use of society funds. 

The following principles apply to all expense claims:

  1. All claims for expenses must be accompanied by receipts
  2. Unsupported claims may not be met
  3. Claims made more than 3 months after the date the costs were incurred will only be met in exceptional circumstances
  4. We ask that you please adhere to the 3-month deadline to submit expenses as late claims create disproportionate work for BSSH finance.

 

General Guidelines:

  1. The policy is intended to allow for reimbursement of significant out-of-pocket expenses incurred by individuals whilst performing duties on behalf of BSSH.
  2. Speakers should arrange their travel and accommodation as far in advance as is practicable, informing BSSH of standard travel details.
  3. RAIL: Members are requested to use preferential, advanced booking rates and concessions when possible. First class travel is not encouraged but reimbursed when necessary to the claimant. First class tickets booked at premium rate on the day of travel are a questionable use of charitable funds and strongly discouraged. When tickets booked in advance cannot be used due to change in circumstance, please apply to the Treasurer for a discretionary refund. 
     
  4. AIR TRAVEL: Travel to and from Scotland and Ireland may be by air. Where air travel within England is more cost effective than rail travel, or overland travel times are excessive, flight costs will be paid. Members are requested to purchase the cheapest reasonable ticket but in any event the Society will not reimburse more than the standard return fare. 
     
  5. TAXI, TRAIN/TUBE, BUS: Reimbursement of actual fare plus, in the case of taxis, a reasonable gratuity, will be made. 
     
  6. ACCOMMODATION: Members obliged to obtain overnight accommodation will be reimbursed the equivalent of a standard Bed and Breakfast rate in a reasonable (four-star) hotel. 
     
  7. MEALS: Where an evening meal is not provided for, a maximum of £50 per person can be claimed 

 

Pre-event Meetings

This can be either the Trainee day or the Research day.

  • BSSH Members; Expenses claimable for standard travel and 1 night accommodation if necessary. Complimentary registration for the full meeting.
  • Non-BSSH Members; Expenses claimable for standard  travel and 1 night accommodation if necessary. Complimentary registration for the full meeting.

 

Scientific Meetings

  •  BSSH Members; No entitlement to expenses unless extenuating circumstances, for example - invited to deliver a prestigious named lecture.
  • Non-BSSH Members; Expenses claimable for standard  travel and 1 night’s accommodation if necessary. Complimentary registration for the day of presentation and social events.
  • Overseas Keynote Speakers: For flights within Europe, standard / economy class airfares will be reimbursed as well as other travel expenses as above and 2 nights’ accommodation at the designated meeting hotel or one of equivalent cost and social events .

For flights outside Europe, business class air travel will be reimbursed. A ceiling for airfares will be determined by an online fare aggregator (eg Expedia, Travelocity, SkyScanner). Complimentary registration to the full meeting, accommodation for 3 nights and associated social events will be provided.If speaker is travelling with partner, they will be provided with double occupancy accommodation, registration to the meeting and social events, however BSSH will not cover the travel expenses for the partner.

*Please see appendix 2

 

Instructional Courses

  • BSSH Members; Expenses claimable for standard travel and 2/3 night’s accommodation if necessary. Complimentary registration for the full meeting and invitation to social events.
  • Non-BSSH Members; Expenses claimable for standard travel and 2/ 3 night’s accommodation if necessary. Complimentary registration for the full meeting and social events.
  • Overseas Speakers: For flights within Europe, standard / economy class airfares will be reimbursed as well as other travel expenses as above and 2 nights’ accommodation at the designated meeting hotel or one of equivalent cost and social events .

For flights outside Europe, business class air travel will be reimbursed. A ceiling for airfares will be determined by an online fare aggregator (eg Expedia, Travelocity, SkyScanner). Complimentary registration to the full meeting, accommodation for 3 nights and associated social events will be provided.If speaker is travelling with partner, they will be provided with double occupancy accommodation, registration to the meeting and social events, however BSSH will not cover the travel expenses for the partner.

*3 nights only apply, if the speakers are teaching on the Cadaveric Masterclass, otherwise 2 nights accommodation are sufficient.

 

Council Meetings

  • When these coincide with a BSSH Scientific Meeting, which Council members would be expected to attend, reasonable expenses in excess of what would be incurred to attend the Scientific Meeting will be paid. This might, for example, include accommodation and excess travel for early morning prior to, or on the night of, the Council meeting. Travel expenses will not be paid, as they are a normal part of attending the scientific meeting. In addition, no travel is payable for committee members attending a scientific meeting as well as a committee meeting.
  • BSSH Officers, Council elected members, lay representatives and others attending the meeting will be invited to the Council dinner.

*Please see appendix 2

 

Other

  • BSSH President; If the BSSH President represents the BSSH at more than one international meeting during their term in office, they may claim expenses up to a maximum of £1000 for standard class international travel, meeting fees, accommodation and subsistence, unless the expenses are claimable from another organisation (eg FESSH)
  • Please refer to appendix 1
  • Editor in Chief, European Journal of Hand Surgery and Chair of JHSE Committee of Management; May claim standard class international travel and 2 nights’ accommodation to attend and Chair the Editorial Board / Committee of Management Meeting at FESSH each year, unless expenses are also claimable from FESSH. If the individuals are not from the UK, they may also claim the same to attend the UK-based Editorial Board / Committee of Management Meeting annually.
  • Editors, Copy-Editor and Social Media Editor of the JHSE; May claim standard class international travel and 2 nights’ accommodation once per annum to attend an Editorial Board meeting of the Journal 
  • IFSSH / FESSH delegates and JHSE Editorial Board members; expenses are not claimable.

NB: Any other expenses should be submitted to the Treasurer for consideration or discussed in advance.

 

Appendix 1 - BSSH Presidential Allowance

Appendix 2 - Guest list at BSSH Council and Society dinners

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