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VNews July 2022 | Volunteer Expenses

01st Aug 2022

While volunteering for CSSC your expenses are reimbursed. Please look at the brief guideline on the process to follow as a reminder on how to claim these expenses.

What costs could I claim?

Volunteers are entitled to claim for all reasonable out-of-pocket expenses incurred directly through and for the purposes of their volunteering with CSSC upon production of receipts showing actual expenditure.

  • Travel to and from the place of volunteering and travel whilst volunteering
  • Motoring  The current mileage rate is 0.45p for all volunteering travelling by car or motorbike. In addition, volunteers may claim in respect of passengers conveyed in connection with their volunteering. The passenger rate is 0.05p. This is for entitled passengers i.e., other CSSC volunteers or members may be claimed for. Not by car/ motorbike - if not travelling by car, every reasonable effort should be made to use the most cost-effective form of alternative transport including public transport.
  • Food and accommodation all reasonable out-of-pocket costs for food and accommodation incurred directly whilst carrying out a CSSC volunteering role will be reimbursed, only the cost of non-alcoholic drinks will be reimbursed except in exceptional circumstances and on a pre-approved basis.
  • Miscellaneous, includes: 
    • Personal protective equipment (PPE)
    • Postage, stationery, phone calls

The above list is not exhaustive and if you are unsure, please get in touch with your Volunteer Support Advisor or a member of the Head Office.

How do I claim?

Complete a volunteer expense claim form which you can find in the Document Library on the volunteer pages of the CSSC website. Alternatively, please speak to the relevant affiliated association or a member of staff at Head Office for details on how to apply in your individual circumstances for reimbursement for any out-of-pocket expenses incurred whilst volunteering with CSSC. More information CSSC is only allowed to reimburse out-of-pocket expenses.

CSSC aim to pay all volunteer expenses within 10 working days of submission, unless queried by the events team or there is an error with the financial details provided

For further information please have a look at the link below:

CSSC Volunteer Knowledge Base | Finance & Expenses



Just a gentle reminder about the mileage rates. The Volunteer Mileage Rate was previously reviewed quarterly, calculated using data provided by the AA which considered several factors, including petrol and diesel prices, cost of motoring e.g., servicing and insurance costs. But it did not consider the wear and tear on the vehicle. After a short consultation with the Volunteer Committee, it has been decided that we will increase the CSSC Volunteer Motor Mileage Allowance to the HMRC recommended rate of 0.45p per mile.

Risk Review

For many years CSSC has had a risk assessment policy that our organisers have been asked to adhere to. We are continually seeking to improve our processes to ensure the best user experience for our volunteers. As such the risk process has been streamlined into one form now. The form is intuitive and follows the logic in accordance with the risk level of your event. As always if you require any assistance with the process please do not hesitate to contact the team at

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