1

Volunteer Expenses Policy

2

In this guide

1. Why we have an expenses policy

2. Reasonable expenses

3. What is covered?

4. How can volunteers claim and when will expenses be paid?

5. Other volunteering policies and resources

3

4

4

6

7

Review date: September 2020

3

1. Why we have an expenses policy We want to make sure as many people as possible can volunteer for us. No one should miss out because they can’t afford to volunteer. This policy makes sure that no one spends their own money volunteering for us.

It provides information and guidance about volunteer expenses for Diabetes UK staff, volunteers and local group treasurers. Local groups should use this policy when repaying volunteers from group funds. Staff members should use the Volunteer expenses – guidance for staff document. Diabetes UK staff who volunteer should use the staff expenses process.

4

2. Reasonable expenses As a charity it’s important that we’re sensible with every pound that we spend. We want all volunteers to claim expenses but they do have to be reasonable. This is why there are maximum limits for expenses. We encourage anyone claiming expenses to try and find the most cost effective method possible, without putting their safety or wellbeing at risk. We can only pay back money you spend as part of your volunteering role.

3. What is covered? We cover travel, food and drink, and, where needed, accommodation costs for volunteers. We have set limits so we are always being sensible with the money we spend. However people should not be excluded from volunteering and if volunteers need to go above these limits or claim for expenses that do not fall into these categories they should talk to their volunteering contact. Information on refunding any costs of volunteering are outlined in section 3.4 below.

3.1 Travel

We will pay for any travel costs to and from where people are volunteering or if they need to travel as part of their role. Where possible we ask volunteers to book as early as they can and to choose the best value option. This includes choosing public transport over car if it’s cheaper.

Journeys made using Oyster cards and similar prepaid travel cards can be claimed by showing us suitable receipts, for example a print of your Oyster TFL account.

Note: We’re not able to pay top up charges for any travel cards.

We will repay travel by public transport or car up to £50.

However, we understand that travel costs vary for different geographical areas and sometimes volunteers may need to go above this limit. If this is the case volunteers should speak to their volunteering contact and get agreement in writing or by email for the extra cost. If volunteers need to take a taxi they should get permission in writing in advance. When volunteers drive to and from, or as part of, their volunteer role we will repay the cost of petrol at 45p per mile. Please include the postcodes for the start and end of each car journey.

If a volunteer is travelling a long distance, for example to attend a national event, then their volunteering contact for the event or project will inform them of the cost limit well in advance of the event.

5

3.2 Food and drink

If people are volunteering over a meal time, and where a meal is not provided, we will pay back the cost of a meal.

• Breakfast can be claimed when a volunteer is staying overnight for their volunteering.

• Lunch can be up to £7.

• An evening meal can be up to £15 if volunteering past 7pm in the evening.

Reasonable costs of soft and hot drinks will be paid back as part of the above limits. If volunteering for a full day or longer no more than £25 can be claimed in a 24 hour period. We do not repay the cost of alcohol.

While we have set limits for the amount to be claimed for food we want to make sure we support volunteers to have a healthy balanced diet and that special dietary requirements are met. Volunteers with any concerns should talk to their volunteering contact.

3.3 Accommodation

There may be rare occasions when volunteers will need to stay overnight somewhere. In most cases we will try and book accommodation on behalf of volunteers. We will pay for accommodation and breakfast up to £100 or £170 in London. If breakfast is not included in the room price this should be added for the volunteer when the room is booked.

3.4 Other costs

We ask that volunteers agree any other costs in writing with their local volunteering contact before purchasing items like stationery. When a volunteer role requires a specific piece of equipment, we will look to buy these in bulk, and give these to volunteers.

3.4.1 Childcare and carer costs

Unfortunately we are not able to cover formal or informal childcare expenses or pay for respite care to volunteers with caring responsibilities. We are happy to help volunteers talk to organisations who can give advice about finding help caring.

3.4.2 Telephone and internet charges

Where it’s agreed that a volunteer needs to use a personal mobile phone or landline as part of their role, we will cover the costs. We will do this when the minutes or data allowance of a volunteer’s phone or internet contract are exceeded as a result of their volunteering. Calls must be itemised on a bill in order to be claimed.

6

4. How can volunteers claim and when will expenses be paid?We can pay expenses by bank transfer (BACS), which is our preferred method, or by cheque. Expenses should be claimed within two months of the activity. This helps us to plan and keep track of funds.

4.1 Expense claim form and accompanying receipts

Volunteers must complete and sign a volunteer expense claim form for any expenses. Original receipts must be attached to the form for it to be approved. For mileage claims, where no accompanying receipts are needed, the form can be electronically signed and submitted to the volunteering contact via email. The expense claim will be checked and signed off by the relevant volunteering contact before being submitted for payment.

4.2 Payment by bank transfer (BACS)

BACS payments will be paid within 20 working days of a correctly filled expenses claim form being given to the volunteering contact. In most cases they will be paid sooner.

4.3 Payment by cheque

Cheques will be issued in person or by post from our London office within 10 working days of the correctly filled expenses form being received.

It is down to a volunteer’s volunteering contact to check that cheques are received by the volunteer in the post.

7

5. Volunteering Policies and ResourcesWe have a set of volunteering policies and documents which may help you when volunteering with Diabetes UK. These can be found on our website or are available from your local volunteering team.

1. Volunteering Policy

2. Keeping Safe, Legal and Healthy Policy

3. Volunteer Expenses Policy

4. How we solve problems together

5. Volunteer Whistleblowing Policy

6. Social Media Policy