Expense Claim Form

Submitting Claims for Reimbursement of Expenses & Purchases 

• Claims for the reimbursement of expenses must be submitted on the Charity’s approved Claims Form below.    Ad hoc claims will not be considered. 
• Claims for the reimbursement of expenses must be accompanied by documentary evidence of the expense (eg: point-of-sale receipt, travel ticket, etc) 

– Where such evidence is not available the claimant must provide a written explanation to the Treasurer for approval; 

– The Charity reserves the right to decline to reimburse expenses for which reasonable documentary evidence has not been provided; 

• Volunteers’ completed expenses claim forms must be authorised by the Treasurer and the Chair: 
• Trustees’ expenses must be authorised by both the Chair and Treasurer; 
• All expenses claims must be submitted within 30 days of the relevant activity.
  Expenses may only be claimed later than 30 days with prior approval from the Treasurer. 
• Expenses claim forms may also include claims for the reimbursement of goods/services purchased by the claimant on behalf of the Charity. 
• Claims for the reimbursement of purchases must be accompanied by documentary evidence of each purchase (eg: point-of-sale receipt, travel ticket, etc). 

Travel Expenses 

• When it is not practical to use public transport, or where more than one employee or volunteer is travelling the same journey, travel by private vehicle (car, motorcycle, etc) is allowed and a mileage allowance of 45p per mile will be paid. 
• You may only use your private car in connection with Charity business if, at the time of each journey, it has a valid:   (a) certificate of insurance for the kind of journey involved;   (b) road tax (if required);   (c)  MOT certificate (if more than 3 years old). 
• Mileage should be claimed from your home. 
• Parking costs incurred when on charity business away from the normal place of work will be reimbursed. 
• Taxis (preferably pre-booked mini-cabs rather than “on demand” hire) may be used where either no public transport is available or the journey time by public transport is unreasonably long (particularly where the journey involves multiple changes). 

Subsistence 

Subsistence costs (eg: for refreshments, meals & hotel accommodation) can only be claimed when an employee or volunteer is on authorised Charity business away from his/her normal place of work for more than 4 consecutive hours. Committee have agreed to reimburse £30 per day for meals/drinks. All overnight expenses need to be agreed by Committee before booking. 

Telephone Calls 

The Charity will reimburse volunteers for the actual costs of calls made from their personal telephones made whilst carrying out work for the charity because Charity-provided telephone services were not available.
This includes calls made on a home or mobile telephone or in a public call box. 

No ‘reimbursement’ will be made for the notional cost of calls which incurred no actual cost to the claimant because they were covered by a contract which included an allocation of ‘free’ calls; 

Other Types of Expenses 

The above examples of expenses claims are illustrative, not definitive. 

Expenses not detailed above will only be paid if authorised (in advance whenever possible) by the Treasurer or, if not available, a person appointed by the Trustees to act on his/her behalf.