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- Guidelines for claiming expenses
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Guidelines for claiming expenses

It is English Nature’s policy to reimburse volunteers for their out-of-pocket expenses.

Out-of-pocket expenses include:

	Travel to and from the place of volunteering
	Travel during the course of volunteering
	Purchase of previously agreed equipment or protective clothing
	Cost of postage, phone calls, stationery, batteries for torches etc (as previously agreed)

Any expenses should be agreed with your Area Team, especially before making any unplanned journeys or purchases.

If you travel by train or bus, you are entitled to a full reimbursement of your fare. You should retain all receipts/tickets and these should be attached to your Volunteer Expenses Form.

If you use your own car, you are entitled to be reimbursed at the current Public Transport Rate. This is currently 26 pence per mile (September 2002). You should keep accurate records of your journeys, including a running total of your mileage, as this is a requirement of the claims procedure.

Rules for claiming

	If you are claiming mileage reimbursement, you must hold a valid driving licence.
	If you are claiming mileage reimbursement, you should have informed your insurers that you are using your car for voluntary work.
	The car you use must have a valid tax disc
	The car you use must have a current MOT certificate (if required)
	You must ensure your vehicle is well maintained. English Nature accepts no responsibility for costs incurred for MOTs, insurance, servicing, repair, breakdown cover, depreciation, oil or fuel.
	Purchases or journeys must be approved in advance by your Area Team.
	Receipts for purchases or travel tickets must be attached to the Volunteer Expenses Form.
	You must keep accurate records of the journeys you make, including a running total of the mileage you have covered.

For enquiries about expense claims, please contact your Area Team.

Claim procedure

Please ensure that you are familiar with the rules for claiming.

You should make any claims on a regular basis, ideally monthly.

You should record your journeys and/or purchases for the month on a Volunteer Expenses Form (V3), attach your receipts, and return the completed form to the nominated person in your Area Team. Your team will tell you whom to send claims to during your induction. The claim can then be authorised, processed and payment made. If you make a lot of journeys, you may attach more than one form together, placing the sheet with the total amount at the top.

An example of a completed form is available for your information

We are able to reimburse you in cash, direct to your bank or by cheque to your home address. A cash reimbursement will only be issued in person, as a signature is required to confirm receipt. If you wish to receive payment direct to your bank, you may provide your bank details on your first claim. A transaction slip will be sent to your home address notifying you of any reimbursements made.

If you would like more information on claiming for your out-of-pocket expenses, please contact your Area Team.

	Download Example Completed Form - PDF Size 134k

	Download Claim Form - PDF Size 86k