Provide Volunteering Expenses Policy

It is the aim of Provide to ensure that all students have the opportunity to volunteer. We wish to encourage all student volunteers to claim their travel and other out-of-pocket expenses, to safeguard against anyone being unable to volunteer due to financial restrictions.

§        In order to ensure that you are able to claim your expenses please retain your receipts.
If there are no receipts unfortunately we will not be able to reimburse you.

§        Expenses can only be claimed for travel to your volunteering opportunity, on the return journey, and in the course of volunteering.

§        Expenses must be claimed back within the same academic term that they are incurred.

§        If you feel you did not want to claim your expenses but would like to ensure that the money is donated to charity that can be arranged with the Volunteer Coordinator.

Provide is committed to reimbursing volunteers for reasonable expenses in accordance with the following policy guidelines:

N.B. FOR ALL EXPENSE CLAIMS, RECEIPTS HAVE TO BE PROVIDED.

Travel expenses
The volunteer must ensure that the cheapest form of travel available was used. This includes the use of an Oyster card over paper tickets. (e.g. if travel was by train, the ticket should be a standard or a cheap day single/return, not a first class ticket).

§        Oyster
In order to claim public transport expenses using an Oyster card, volunteers will need to request a journey statement printed from any London Underground office. This details the last 8 journeys (tube, bus or DLR) made on the Oyster card, and the costs of these journeys on pre-pay. Highlight the journeys made to and from your volunteering venue.

§        Bus
Please retain your bus tickets.  If you are making a number of journeys during one day in relation to your volunteering it is often cheaper to buy a one-day bus pass.

§        Tube
Tube travel can be claimed. Please keep all paper tickets. If you have used your weekly or monthly travel card to travel to your volunteering placement, you can claim the amount that is pro rata of the cost of the card.

§        Train
The maximum reimbursement for travel will be the equivalent of a Standard Class or Cheap Day rail fare. Please keep the tickets for a refund.

§        Car
For the use of the volunteer’s own car, mileage should be recorded to enable repayment. (NB if mileage is not recorded, start & finish locations will be used to estimate mileage using the AA route planner)

If your own car is used for travel, mileage will be repaid at 35.7 pence per mile for the first 100 miles of any return journey, and 17.85 pence per mile thereafter.However, payment for use of your own car will only be authorised in cases when other transport is unavailable.

§        Taxi
Taxi’s or mini-cabs are only to be used if you are carrying equipment/luggage, or travelling after dark. This must be agreed prior to use with the Volunteer Coordinator. Wheelchair users are permitted to use taxis at all times.

Food expenses

§        Volunteers participating in continuous activity between 4 – 8 hours are entitled to claim for food and refreshments up to the total value of £5, if this is not already provided and they volunteer over a meal time. If volunteering for over 8 hours in one day, volunteers can claim up to an additional £5.

§       Food will usually be provided for Community Action Days and projects organised by Provide. On the occasions where this is not the case, volunteers will be informed prior to the event/project and informed to keep receipts of any food bought whilst volunteering for reimbursement.

§       If soft drinks are not provided, £2 daily will be reimbursed. Provide will not reimburse purchases of alcoholic beverages.

Mobile Phones

§  If you are using your mobile in relation to your volunteering, with prior permission from the Volunteer Coordinator, you can claim the cost of the call(s) on production of the relevant itemised mobile bill.

Childcare/Dependants

§  Must be authorised beforehand with the Volunteer Coordinator.

Miscellaneous expenses

§  These will be paid on a case-by-case basis. Prior agreement on the nature and estimated cost will be required.

How to Claim Your Expenses

§        Pick up and fill in the ‘Club and Society Claim Form’ from the Info Point in the Students’ Union, Blomeley Centre or download here.

§        Collect receipts together, highlight the relevant totals, and attach them to the expenses form.

§        All claims must be supported with receipts. 

§        Return the form to the Volunteer Coordinator in the Students’ Union. 

§        This will then be authorised by a Sabbatical Officer.
For any claims under £10, you will be able to pick up a cash payment immediately.
For any claims over £10, you will be able to pick up a cheque from the SU within 2 weeks.

For queries regarding expenses please contact:

Sarah Gifford

Volunteer Coordinator

Queen Mary Students’ Union

Blomeley Centre

Feilden House

Westfield Way

Email: sarah.gifford@qmsu,org

Phone: 0207 882 8046