Finance Guide - Hui-ā-Tau 2025

The rates below have been set by Te Kahu Kiwi to reimburse expenses incurred by members involved with NZEI Te Riu Roa business. 

To request a cash advance, please contact your branch, aronui tōmua, komiti pasifika or area council. A cash advance is not an allowance, grant or entitlement, it is an amount given to you prior to Hui-ā-Tau to cover incidental costs so you are not out of pocket while attending the multi-day conference. Members who received a cash advance must return any unspent money.

Branch, aronui tōmua, komiti pasifika or area councils must keep a record of cash advance requests, including member’s name, bank account, amount paid and payment date. If you received a cash advance, you must complete and submit an expense claim form after Hui-ā-Tau.

The cash advance amount is set at $170.00 based on the assumption that most members arrive in Rotorua on Sunday afternoon and return home on Wednesday. Komiti pasifika, aronui tōmua, branch or area council may choose to give a higher cash advance amount if the request is reasonable. 

For branch, aronui tōmua, komiti pasifika and area council who have transitioned to accounts consolidation before Hui-ā-Tau:

• Their representatives and observers will receive an online expense claim form to claim incidental costs (eg. meals).  
• The completed form must be submitted by Wednesday 1st October 2025.
• All claim forms must have the GST receipts attached (refer to the rates table in the allowances section).  
• Any unspent money from a cash advance must be deposited to NZEI Te Riu Roa rōpū whakahaere bank account no later than 1st October.

For branch, aronui tōmua, komiti pasifika and area council who transition to accounts consolidation after Hui-ā-Tau:

• Their representatives and observers should use  
• Form A: Representative / Observer Expense Claim to claim incidental costs.
• Form B: Representative’s Travel Expenses Claim form is used for representatives to claim travel expenses (eg. mileage). National office covers representatives’ travel costs such as flights and mileage. Form B will be made available from 21st September until 5th October. Representatives who are entitled to travel by air but choose to drive their own vehicle, the lesser amount between equivalent return airfare and actual mileage may be claimed. Claims received after 5th October will not be paid.  

Please note alcohol, entertainment and miscellaneous expenses (e.g. telephone bills, clothing, toiletries) are not claimable items. If in doubt, members should seek advice from national office on what expenses may or may not be claimed. Members must seek prior approval from their branch, aronui tōmua, komiti pasifika or area council for exceptional claims like childcare and reliever costs. 
 

In mid-October, komiti pasifika, aronui tōmua, branches and area councils will receive a $350.00 grant per representative from national office.

In mid-November (timing is subject to finalisation of accommodation and airfare costs), komiti pasifika, aronui tōmua, branches and area councils will be invoiced by national office for:

• observers’ airfares, except for observers in the South Island
• accommodation for representatives and observers 

Where a member represents a branch at Hui-ā-Tau other than their home branch, it is the branch represented that will receive the $350.00 grant and will cover the member’s expenses.

If a member received a cash advance but was not present at Hui-ā-Tau, they must return the money in full to their komiti pasifika, aronui tōmua, branches or area councils no later than 1st October.

Please email finance@nzei.org.nz, for any finance queries.