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class="block block-system clearfix"> <div class="content"> <div id="node-47321" class="node node-page "> <div class="sidebar sidebar--offset"> <div class="sidebar__body"> <div class="field field-name-body field-type-text-with-summary field-label-hidden"><div class="field-items"><div class="field-item even"><h3><a id="top" name="top"></a>COPE's expenses policy explains when COPE will pay expenses, and what expenses can be claimed.</h3> <ul> </ul> <h3>Page contents</h3> <p>–– <a href="#principles">Principles</a></p> <p>–– <a href="#attend">Attending external meetings and conferences</a></p> <p>–– <a href="#guests">COPE's invited guests</a></p> <p>–– <a href="#expenses">Allowable expenses - travel, accommodation and food</a></p> <h2><a id="principles" name="principles"></a>Principles</h2> <p>COPE will reimburse reasonable expenses that Trustees, Council Members, staff, and invited speakers at COPE events (the ‘submitter’), wholly, exclusively, and necessarily incur in the performance of their work for COPE under the following principles:</p> <ul> <li>COPE’s business activities conform to relevant law and high ethical standards.</li> <li>That sound judgment is exercised as COPE is first and foremost a charity.</li> <li>It is expected that all expenses related to COPE business should in the first instance be paid by the submitter’s employer on the basis that COPE business is an extension of editorial duties. If this is not possible, advice must be sought from the Administrator.</li> <li>If expenses are to be met by COPE, they will be paid under the guidelines below.</li> </ul> <h2><a id="attend" name="attend"></a>Attending external meetings and conferences</h2> <p>If the submitter is invited to attend a conference or meeting on behalf of COPE (in particular, to give a presentation) the organisers of the meeting are expected to pay all expenses related to travel, accommodation, and any applicable registration fees. If the organisers are not willing to pay these costs, then COPE will review the cost to COPE and determine whether it fits within our remit and budget.</p> <p>If the submitter wishes to attend a conference or meeting on behalf of COPE, then COPE will review the cost to COPE and determine whether it fits within our remit and budget.</p> <h2><a id="guests" name="guests"></a>COPE's invited guests</h2> <p>Occasionally, COPE invites guests to present at the Annual Seminar or to present at or host extraordinary meetings. Expenses for guests will be reimbursed under the same principles and guidelines.</p> <h2><a id="expenses" name="expenses"></a>Allowable expenses - travel, accommodation and food</h2> <ul> <li>Flights/rail travel - COPE will reimburse the cost of economy class only; we will not reimburse the cost of business or first class.</li> <li>Taxis - taxis to or from meetings, hotels, airports, or railway stations in connection with COPE business will be reimbursed. Public transport should be used if possible.</li> <li>Accommodation in a hotel suitable for business travel will be reimbursed at the lowest appropriate rate for that country.</li> <li>Food and drink - reasonable costs for meals and refreshments will be reimbursed. A reasonable level is classed as no more than £15 for lunch and £30 for dinner.</li> <li>When using a private car the allowable rates per mile are: 45p per mile up to 150 miles in one trip; 25p per mile over 150 miles in one trip.</li> <li>Parking fees and tolls are reimbursed where applicable. Fines incurred as a result of driving or parking offences are not reimbursed.</li> </ul> <h3>Related content</h3> <ul> <li><a href="https://publicationethics.org/cope-policies">All COPE policies</a></li> </ul> <h4>Page history</h4> <p>Last updated 26 August 2020</p> <p style="float:right"><a class="button" href="#top">Back to top</a></p> </div></div></div> </div> </div>   </div> </div> </div> </section> </main> </div> </div> </div> <footer class="footer"> <div class="footer__outer"> <div class="footer__row"> <div class="footer__col"> <div class="footer__menu"> <h2>Useful links</h2> <ul class="links menu-site-map"><li class="menu-4141 first"><a href="/join-cope" title="">Become a member</a></li> <li class="menu-4140"><a href="/contact-us" title="">Contact Us</a></li> <li class="menu-4137"><a href="/events" title="">Events</a></li> <li class="menu-4139"><a href="/guidance" title="">Guidance</a></li> <li class="menu-4136"><a href="/members" title="">Membership</a></li> <li class="menu-4135 last"><a href="/newsopinion" title="">News & Opinion</a></li> </ul> </div> <div class="footer__newsletter"> <section id="newsletter_footer_widget" class="region region-newsletter-footer-widget"> <div id="block-mailchimp-signup-newsletter-signup" class="block block-mailchimp-signup clearfix"> <h2 class="title">Sign up to COPE's latest news</h2> <div class="content"> <form class="mailchimp-signup-subscribe-form drupal-form" action="/about/expenses-policy" method="post" id="mailchimp-signup-subscribe-block-newsletter-signup-form" accept-charset="UTF-8"><div><div class="mailchimp-signup-subscribe-form-description"></div><div id="mailchimp-newsletter-6eb8aec9d3-mergefields" class="mailchimp-newsletter-mergefields"><div class="form-item form-type-textfield form-item-mergevars-EMAIL"> <label class="element-invisible" for="edit-mergevars-email">Email Address <span class="form-required" title="This field is required.">*</span></label> <input placeholder="Your email address" type="text" id="edit-mergevars-email" name="mergevars[EMAIL]" value="" size="25" maxlength="128" class="form-text required" /> </div> </div><input type="hidden" name="form_build_id" value="form-gIqSglKi7MA1tAMh2WJFzk0gtNEOvORQNBwsyAG9u3Y" /> <input type="hidden" name="form_id" value="mailchimp_signup_subscribe_block_newsletter_signup_form" /> <div class="form-actions form-wrapper" id="edit-actions"><input type="submit" id="edit-submit" name="op" value="Sign up" class="form-submit" /></div></div></form> </div> </div> </section> </div> </div> <div class="footer__social"> <h2>Connect with COPE</h2> <ul class="share"> <li class="facebook"><a href="https://www.facebook.com/publicationethics" target="_blank">Facebook</a></li> <li class="linkedin"><a href="https://www.linkedin.com/company/committee-on-publication-ethics" target="_blank">Linkedin</a></li> <li class="youtube"><a href="https://www.youtube.com/channel/UCHYHOebNuuQtd-YVgdt8VIw" target="_blank">YouTube</a></li> <li class="twitter"><a href="https://twitter.com/C0PE" target="_blank">X</a></li> </ul> </div> </div> <div class="footer__row"> <div class="footer__col--full"> <div class="footer__menu footer__menu--divided"> <ul class="links menu-footer"><li class="menu-15926 first"><a href="/cope-newsletter" title="">COPE Newsletter</a></li> <li class="menu-1698"><a href="/about/governance">Governance</a></li> <li class="menu-1949"><a href="/about/press">Press</a></li> <li class="menu-1946"><a href="/cope-position-statements">COPE position statements</a></li> <li class="menu-9651"><a href="/about/subcommittees">Subcommittees</a></li> <li class="menu-24111"><a href="/cope-policies" title="COPE policies provide a clear and coherent set of policies and procedures to ensure that our organisation is well run, and that all who interact with COPE understand how we operate across all areas.">Policies</a></li> <li class="menu-1753"><a href="/privacy">Privacy Policy</a></li> <li class="menu-1755 last"><a href="/termsandconditions">Website Terms and Conditions</a></li> </ul> </div> </div> </div> <div class="footer__copyright-container"> <div class="footer__copyright"> <p>Registered charity No 1123023, Registered in England and Wales, Company No 6389120, Registered office: COPE, New Kings Court, Tollgate, Chandler's Ford, Eastleigh, Hampshire, SO53 3LG, United Kingdom</p> <p>© Committee on Publication Ethics 2024</p> </div> </div> </div> </footer> <script type="text/javascript"> <![CDATA[//><!]]> </script> <script type="text/javascript" src="https://publicationethics.org/sites/default/files/js/js_Llgek5Zasqh0wiimoKH-uIdmSIEO0i9Cbi7UdXEdRgw.js"></script> </body> </html>