Your main source for expenses will be your Pleo card. This is a bank card for you to spend money on any small items, emergency items or unforeseen costs. Your Programme Manager may need to authorise payments made using the Pleo at the time of payment. You will, therefore, need to ensure that you have pre-approved your spending, and the Programme manager is ready to accept the payment request at the time of purchase. 

You must always know who is carrying the Pleo, and it must never be left lying around the office, or left with a team member who is not on shift. 

In most situations, the Pleo payment is only ever to be made by a member of the management team. Pleo payments are your responsibility, which means any payments made by team members on your behalf, are also your responsibility. 

NOTE: Under normal circumstances you should not withdraw money form an ATM using the Pleo card. If this is required, you must speak to you Programme Manager first. 

✔️You need some stationary for a student activity the following day or sooner.

✔️You need to take a student to the hospital by taxi.

✔️Unforeseen staff travel expenses (e.g. airport transfers, not commuting to work)

✔️You have pre-arranged 20 meals for a group lunch, only to realise upon arrival that you missed one student in planning.   

✔️You need to buy food and/or drink supplies for the office, or student or staff party.  

❌You have a hard shift and want to end the day with a trip to the pub. 

❌You realise that you need some items for a student activity next week.

❌You are on an activity and get hungry.

❌A student wants to buy a drink or souvenir whilst on an excursion but doesn’t have their wallet with them. 

All expenses should be paid for using the Pleo, and NOT through an team member’s own money. You must therefore plan ahead and consider what may need to be paid for (supplies, food/drink, tickets etc.). 

Only in extreme circumstances can payments be made without the Pleo, and these must be approved by the Programme Manager beforehand. In these situations, your Programme Manager will talk you through the reimbursement process. 

As part of your daily tasks, you must upload all of your Pleo expenses onto the Pleo app, including a copy of the receipt.  If you have any problems or questions, speak to your Programme Manager. By the end of each week, all expenses for that week must be fully documented and signed off by the Programme Manager.

Everything that goes into operating a centre comes with a cost. It is the responsibility of the managers at the site to ensure that the facilities and services are utilised to maximise their value. This includes such things as;

• ensuring rooms are ready on time so as not to incur additional charges.

• monitoring students to ensure no fines or penalties are added to the cost of rental for equipment or property.

• accurate briefings and excursion planning to ensure all bookings go ahead at the planned times.

Perhaps the area with the largest risk of error is in the organisation and handling of tickets for public transport – for more see 1.0 Key Operations