Volunteer Expenses Policy

Organisation: Think Cre8tive Group CIC

Date Adopted: 1 October 2025

Review Date: 1 October 2026

Responsible Officer: Melanie Cossins, Finance Director

1. Policy Statement

Think Cre8tive Group CIC recognises the valuable contribution of volunteers. We are committed to ensuring that volunteers are not out of pocket as a result of their voluntary work. This policy explains what expenses can be reimbursed, how to claim them, and the organisation’s responsibilities in managing expenses.

2. Principles

  • Volunteers should not be left financially disadvantaged by volunteering.
  • Only reasonable, agreed expenses will be reimbursed.
  • Volunteers must provide receipts wherever possible.
  • Reimbursements will be processed promptly.

3. Eligible Expenses

The following expenses may be claimed with prior agreement:

Travel

  • Public transport fares (bus, train, tram, etc.).
  • Mileage for car use at HMRC-approved rate (currently 45p per mile).
  • Parking charges where necessary.
  • Bicycle mileage at 20p per mile.

Meals/Refreshments

  • Light refreshments or meal expenses incurred when volunteering for more than 4 hours in a day (limits apply).

Other Expenses

  • Childcare costs (if pre-agreed and essential to enable volunteering).
  • Postage, phone calls, or printing related to volunteering tasks.
  • Materials purchased for activities (with prior authorisation).

4. Non-Eligible Expenses

Expenses that cannot be reimbursed include:

  • Alcohol, personal shopping, or leisure activities.
  • Fines, penalties, or costs not related to volunteering.
  • Unauthorised purchases.

5. Process for Claiming

  1. Complete a Volunteer Expense Claim Form.
  2. Attach original receipts/tickets.
  3. Submit to your supervisor or project coordinator within 1 month of the expense.
  4. Claims will be reviewed by the Finance Director or nominated officer.
  5. Payments will be made via bank transfer or cash (as agreed).

6. Responsibilities

  • Volunteers: Keep receipts, submit claims on time, and claim only reasonable expenses.
  • Supervisors: Check and authorise claims.
  • Finance Director: Oversee reimbursements, ensure fairness and transparency.

7. Review

This policy will be reviewed annually by the Board to ensure it remains fair and in line with HMRC guidance and organisational capacity.

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