Speaker Payment Policy

1. Introduction

1.1 The Chartered Institute of Taxation(‘the Institute’)has a long and rich history as an organisation that has regularly welcomed a diverse range of speakers from committee volunteers, branch members, members of the institute and external speakers from, amongst other areas, practice, academia and the law. Such speakers have brought and continue to bring excellence, great diversity of experience, insight and opinion, enriching our events and sparking discussion and debate among the public, our students and our members.

1.2 This constitutes a significant part of the CIOT’s activities and helps the charity to carryout its charitable purposes for the public benefit.

2. Purpose

2.1 The purpose of this policy is to set in place a governing framework for events with paid speakers to ensure that:

a. the charity’s assets are only used to support or carryout its purposes
b. the charity is not taking inappropriate risks with the charity’s assets or reputation
c. tax education is promoted in the most appropriate way, and
d. there is consistency across the CIOT in applying any payment policy.

2.2 The policy below outlines the context for the approval of speakers in cases where services are provided for a fee. On some occasions, depending on the particular circumstances, services may be provided for no remuneration which is beyond the scope of this policy.

2.3 This policy therefore covers all events where there is a paid speaker (including the CIOT AGM, branches, meetings, conventions, specialist conferences, etc).

3. Authority

3.1 Under the Institute’s Scheme of Delegation (4.24) financial decisions for contracts or expenditure over £50,000 (excluding staff salaries) are reserved by Council, expenditure under £50,000 is delegated to the Chief Executive Officer (CEO) (who may further delegate authority). No single contract relating tot he purchase of speaking services is likely to exceed £50,000 therefore all speaker payments will be approved under the delegated authority of the CEO to the Head of Member Services(or a nominated deputy in their absence) in line with this policy.

4. Process

4.1 It is important that there is consistency in approach regarding contracting the services of speakers at all events held by the Institute. Approval of any payment to speakers (including office holders, trustees, volunteers, members or external speakers) is thus centralised to Member Services who must approve:

a. The fee for speaker services

b. In the case where the speaker is a trustee of the Chartered Institute of Taxation:

i. that the trustee has received approval from the non-conflicted trustees to receive remuneration for services
ii. that the payment of the future speaking fee does not exceed the maximum stated on the written trustee agreement, and
iii. is in line with this speaker payment policy.

4.2 Committees and branches have a vital role in deciding the event programme and potential speakers; however given the use of charitable funds, the payment of all paid speakers must be approved under the delegated authority of the Chief Executive Officer (who delegates this function to Member Services).

4.3 Internal policies and processes will be put in place by Member Services to ensure that branches have enough time to adequately plan and deliver their events. The effectiveness of these policies and processes will be monitored by the Membership& Branches Committee.

5. Internal approval process

5.1 The main consideration made by Members Services in determining the approval of a speaking fee should be – in line with CIOT’s overall status as an educational charity– the overall quality of the ‘educational experience’. In assessing this, the factors which might be relevant include (in no order of priority):

a. The speaker’s reputation for being engaging and informative
b. Whether the speaker is a professional speaker
c. The particular experience, renown or expertise of the speaker in the subject area
d. The extent to which the speaker will attract a greater number of paid delegates.

5.2 Members Services may also have regard to:

a. The value to the speaker or the speaker’s firm(in terms of business development) in being associated with the CIOT
b. The need to use new speakers to widen the pool (succession planning) and thereby helping the Institute’s diversity policies to be met.

6. Determination of fee

6.1 The fee will be determined by the Head of Member Services(or a nominated deputy) who will ensure that the fee is set at an appropriate level and that such a fee represents good value to the charity. Each fee, with payments generally in a range from £350 to £3,500, will be determined on a case-by-case basis considering the following factors:

a. Speaking experience
b. The speaker’s likely quality (i.e. how engaging and informative they are)
c. The length and topic of the speaking engagement
d. The extent to which the speaker will attract a greater number of paid delegates
e. The tariff structure of the contracting entity, and
f. Frequency of appearance.

6.2 All speakers shall be entitled to claim expenses in line with the Institute’s volunteer’s expenses policy by providing details of expenses on their invoice. This is in addition to the speaker’s fee. Contact [email protected] for a copy of the policy

7. Payments to trustees

7.1 A speaker who is a trustee of the CIOT will only be approved for being paid as a speaker if they satisfy the tests above, that the trustee has received approval to receive remuneration for services, and that the payment of the future speaking fee will not exceed the maximum value stated on the written trustee agreement.

7.2 No office holder of the CIOT (i.e. the President, Deputy President, Vice President and Immediate Past President)shall be remunerated for providing services as a speaker.