Communicare Expenses Policy                                              Active from 1st September 2023

 It is good practice to reimburse volunteers for the expenses they incur as a result of volunteering for Communicare as volunteering should not cost individuals money. We encourage all our volunteers to claim expenses as we do not want you to be out of pocket for giving your time.

What we will reimburse

• Petrol costs for travel while volunteering 

We will reimburse people’s car journeys using the HMRC rate of 45p per mile. An extra 5p per mile may be claimed when carrying passengers as part of the job/task. This is the rate that is used to avoid potential tax and benefit problems.  If you travel more than 10,000 miles for the role then the amount that you are able to claim reduces to 25p per mile.

Fuel costs can be claimed for fulfilling client tasks, mileage incurred in submitting donations and expenses, training events, travel to and from Trustee meetings , AGM meetings and any other relevant driving that is directly related to Communicare business. The only exception is where DO’s incur travel to transfer the duty bags as this is covered by the DO allowance.  

• Car Parking and other costs

We ask that where possible you park in places that are free, however we will reimburse parking charges.  A receipt should be provided where possible. 

Any costs incurred as a result of taking a client into an area that is covered by a congestion charge or ULEZ cost will be reimbursed. A receipt should be provided where possible. 

Volunteers can claim for driver aids that have been approved by the Trustees eg the driver aid that fits into the frame of the car door to help clients access. 

• Food and refreshments

So that we can help our drivers that do experience longer tasks, we will accept expenses for drinks and snacks up to £5 for tasks that take between 2 and 3 hours. For tasks that are over 3 hours we will accept expenses up to £10, so that drivers can get a drink and a sandwich. A valid receipt should be submitted with the claim. 

Where expenses are incurred for meetings or training events  eg room hire, tea, coffee, sandwiches etc, these expenses can be claimed with a valid receipt. Please note that these events should be pre approved before any meeting / training takes place. 

Refreshments incurred in meetings or training sessions can be claimed based on receipts or if receipts aren't available, for example if the meeting or training is held at an individual's house, then up to £1.50 per head can be claimed. 

• Stationery and printing

All costs related to stationery or printing can be reimbursed if incurred on Communicare business. For example, stamps envelopes, paper for distributing client letters, ink cartridges or printer paper for printing letters, policy documents, newsletters etc. are valid expenses. In addition 5p per sheet can also be claimed when printing to cover wear and tear when using personal printers. We have purchased a printer to save external printing costs and this is held by the Secretary. Any printing of significant volume should be completed on this dedicated printer. As this is owned by Communicare the 5p per sheet does not apply. Please note any major expense on stationery, for example a mail shot to all of our clients should be pre approved by the Trustees first as this is a significant cost. 

• Duty Officer rota

DO’s can claim £5 per rota. This will cover petrol costs to collect / deliver the DO bags, electricity usage, phone usage, stationery costs.

• Any other cost, greater than £20, that is not covered by the above should not be committed until Trustee approval has been sought. 

How we will reimburse

Volunteers must record their expenses on the Expenses form, which they will receive by email or will be available from the Treasurer. Ideally these should be sent to the Treasurer each month along with receipts. 

Duty Officer expenses will be paid by taking the information from the Duty Officer rota on a quarterly basis. For example if a Duty Officer has completed 4 rotas in the quarter, a payment of £20 (4 multiplied by £5) will be transferred to their bank account.   

Reimbursement will be by bank transfer. Volunteers will need to provide bank account details to facilitate this.

Ian Hayward

Treasurer

28th August 2023