Charity Expenses Claims
The charity expenses document templates in this subfolder are listed below. Further charity expenses document templates are available in another subfolder as follows:
- Charities: Miscellaneous: Charity Volunteers - Charity Volunteer Expenses Claim Form
- Charities: Miscellaneous: Charity Volunteers - Charity Volunteer Expenses Policy
Charity Expenses Claims is part of Corporate. Just £38.50 + VAT provides unlimited downloads from Corporate for 1 year.
Frequently Asked Questions
How should our charity handle expenses claims from trustees, staff and volunteers?
One discipline, three documents. Each group claims against a written policy defining what is claimable, with receipts, on a standard claim form, approved by someone other than the claimant. Keeping trustees, employees and volunteers on separate policies matters because the tax and legal treatment differs, volunteer reimbursements in particular must stay within actual expenses. This sub-folder holds the employee and trustee documents and signposts the volunteer versions.
Why must volunteer expenses stay within actual out of pocket costs?
Because paying more than genuine expenses can change the volunteer's status, creating employment rights, tax liabilities and potentially undermining their benefits position, and it can also stray into unauthorised private benefit from charity funds. Round-sum allowances are the classic mistake. Reimburse actual costs against receipts, using a claim form designed for volunteers. The volunteer expenses policy and claim form are signposted from this sub-folder.
Do we need receipts for every expense claim, even small ones?
Make receipts the default and exceptions rare and documented. Receipted claims are what internal financial controls guidance expects, they protect the approver as much as the claimant and they answer any later Commission or HMRC questions. For genuinely unreceiptable items, mileage or small cash fares, use fixed evidence rules such as a mileage log at approved rates. The claim form templates here build the receipt requirement in.