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Charity Volunteer Expenses Policy


This Charity Volunteer Expenses Policy is a template for use by a charity which wishes to adopt a policy about reimbursement by the charity of expenses incurred by its volunteers.

It can be adapted and used by any charity which engages volunteers. It is relatively detailed, but where a charity only needs a simpler form than this one, e.g. if the charity is relatively small or the types of expenses incurred by volunteers are likely to be quite limited, it can easily be simplified by making appropriate deletions and other amendments.

This template is designed to work in conjunction with an expenses claim form such as the accompanying Charity Volunteer Expenses Claim Form. That form is cross-referenced to this form.

This Charity Volunteer Expenses Policy document sets out details of the charity’s policy, how volunteers can claim expenses, how they will be reimbursed, the types of expense claimable, the scope of claimable travel, accommodation, subsistence, telephone, internet, and childcare / carer / professional carer expenses claimable, and an outline of how the charity will deal with the personal information provided by the volunteer on their expense claim forms.

A suitable volunteer expenses policy can assist the charity to attract and maintain volunteers, especially in times of rising travel and other costs. Without it, prospective volunteers might be unwilling or unable to offer their time to your charity. In particular, If your charity does not reimburse costs of travel incurred by volunteers to and from home to the charity’s premises, this might be a particular problem for any potential volunteers whose home is not nearby.

As a general rule it is recommended that charities reimburse their volunteers for all expenses properly incurred by them in the course of their volunteering activities (not just travel expenses). It is also recommended that charities ensure that they have a standard expenses claim form and a clear and efficient process for reimbursing expense claims soon after they are submitted by volunteers.

A separate Charity Trustees Expenses Policy is also available. There is also a separate Charity Employees Expenses Policy available.

This template is in open format. Either enter the requisite details in the highlighted fields or adjust the wording to suit your purposes.

Once you have purchased access to the appropriate document folder click on the “Download Document” button below. You will be asked what you want to do with the file. It is recommended that you save the document to a location of your choice prior to viewing.

Charity Volunteer Expenses Policy is part of Corporate Documents. Just £35.00 + VAT provides unlimited downloads from Corporate Documents for 1 year.

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