As volunteers for CSSC, you know that we could not operate without your help. We know you give so much of your valuable time to help CSSC so obviously we don't want you to be, or maybe more importantly feel, out of pocket. We certainly don't want you to feel that you are taken for granted.
Obviously it is generally known that it is good practice to reimburse volunteers for expenses they incur while working for CSSC, although we have been advised by the National Council of Voluntary Organisations that we should exercise caution when it comes to refunds. This is because paying 'expenses' automatically, without justification, can be seen as the equivalent of paying a salary - at which point you stop being a volunteer and the rules change dramatically! So please take a few minutes to read on and find out what exactly you can claim for, and please encourage any other volunteers you know to do the same. You'd be amazed how many people don't even consider themselves as volunteers even though they are devoting some of their spare time to help out - if you know anyone like that please make sure they understand that by simply helping out at an event or meeting means they are a part of our valuable volunteer army! And that they can claim back their expenses…
Which expenses can you claim back?
In general any reasonable expense incurred as part of the voluntary work will be reimbursed. This can include:
• Travel to and from the place of volunteering
• Travel whilst volunteering
• Meals taken whilst volunteering
• Postage, phone calls, stationery etc.
• Cost of protective clothing/special equipment etc
We are only allowed to reimburse out of pocket expenses. This means reimbursing against receipts, parking or bus tickets etc. We know that we do not need to ask you to avoid high cost expenses like a lobster and Champagne lunch or taking a taxi when a train or bus would suffice, It is hoped all affiliated associations reimburse their volunteers for any out of pocket expenses incurred whilst volunteering with cssc.
but we are advised to do so just in case!
Volunteers who are on benefits may lose part of their means tested benefit if they over-claim, and the nature of their volunteering may also be called into question. Money over and above out of pocket expenses is regarded as income by HM Revenue and Customs, and is therefore taxable, and in fact the entire sum a volunteer received would be taxed, not just the portion above the actual expense.
Why EVERY volunteer must claim their expenses!
Some of our volunteers say that they do not need or want to be offered the chance to claim back their expenses. Whilst we obviously appreciate their generosity, we have good reason to ask everyone to claim. First of all, not everyone can afford to write off costs incurred through volunteering, so because it is important that there is no stigma attached to claiming expenses, it would simply be better if everyone put in a claim. Volunteers are more than welcome to return the sum as a donation if they wish! Another key reason for you all to claim your expenses is so that we have an accurate picture of our total volunteer costs each year.
CSSC Car Rate
The CSSC car rate is 22p per mile to be claimed by the driver. The rate of 5p per passenger up to a maximum of £15 per passenger (return journey) may be claimed. Such passengers will not be eligible to claim travel costs in their own right, except for travel to and from the pick up point. Parking receipts/toll tickets must be attached to the claim. No allowance is given for the carrying of equipment.
More information
It is hoped all affiliated associations reimburse their volunteers for any out of pocket expenses incurred whilst volunteering with CSSC.
If you have any questions regarding volunteer expenses, please contact Hedley Featherstone, Volunteer Development Manager, 7/8 Buckingham Place, Bellfield Road, High Wycombe HP13 5HW on 01494 888444 or email hedley.featherstone@cssc.co.uk
Thank you for reading and thank you for volunteering. CSSC really values the hard work and commitment of each of our volunteers.
