Driving in a voluntary capacity
Voluntary drivers using their own vehicles need to contact their own insurance companies to check that they are covered to undertake these journeys. In the current circumstances drivers should generally be travelling alone in vehicles unless they are travelling with someone from the same household.
An organisation should check someone's license as part the recruitment process, it may be that currently photo's or scans of licenses are the only options to manage that.
Volunteer expenses
Volunteers should never be out of pocket for costs incurred because of their volunteering. Many volunteers are out of work and the cost of travelling could be prohibitive. A budget for volunteer expenses should be factored into your running costs and displayed clearly in your induction or volunteer pack.
Costs related to a volunteering role that people pay out of their own money should be reimbursed, these are called expenses.
Reasonable costs include bus fares, mileage, taking clients or service users for a coffee, postage, telephone calls, protective clothing, and the cost of a taxi if the volunteer is disabled or paying for childcare to enable the individual to volunteer.
Care must be taken to ensure only the amount spent can be claimed. Volunteers should retain receipts as proof and organisations must only pay the amount related to the cost incurred. If a fixed amount is paid, you are creating ambiguity around your agreement and risk implying a contract of employment. People who are unemployed and claiming could see their benefits forfeited if these rules are not followed.
The Inland Revenue has published recommended rates for travel expenses as follows:
Approved mileage rates to present date:
Voluntary drivers using their own vehicles need to contact their own insurance companies to check that they are covered to undertake these journeys. In the current circumstances drivers should generally be travelling alone in vehicles unless they are travelling with someone from the same household.
An organisation should check someone's license as part the recruitment process, it may be that currently photo's or scans of licenses are the only options to manage that.
Volunteer expenses
Volunteers should never be out of pocket for costs incurred because of their volunteering. Many volunteers are out of work and the cost of travelling could be prohibitive. A budget for volunteer expenses should be factored into your running costs and displayed clearly in your induction or volunteer pack.
Costs related to a volunteering role that people pay out of their own money should be reimbursed, these are called expenses.
Reasonable costs include bus fares, mileage, taking clients or service users for a coffee, postage, telephone calls, protective clothing, and the cost of a taxi if the volunteer is disabled or paying for childcare to enable the individual to volunteer.
Care must be taken to ensure only the amount spent can be claimed. Volunteers should retain receipts as proof and organisations must only pay the amount related to the cost incurred. If a fixed amount is paid, you are creating ambiguity around your agreement and risk implying a contract of employment. People who are unemployed and claiming could see their benefits forfeited if these rules are not followed.
The Inland Revenue has published recommended rates for travel expenses as follows:
Approved mileage rates to present date:
From tax year 2011 to 2012 onwards First 10,000 business miles in the tax year Each business mile over 10,000 in the tax year
Cars and vans 45p 25p
Motor cycles 24p 24p
Bicycles 20p 20p
Cars and vans 45p 25p
Motor cycles 24p 24p
Bicycles 20p 20p
Key points
- Volunteers should be reimbursed for any out of expenses directly related to their volunteering work.
- Exact amounts, with proof in the form of receipts should be paid.
- Details of expenses, what can be claimed and how they are to be reimbursed should be included in the volunteer or induction pack.
