The SSAFA Volunteer Expenses Policy provides guidance on which expenses can be claimed and aims to promote a reimbursement procedure that is fair and consistent across the whole organisation.

In addition, it aims to assist all those authorised (by Branch and Service Committee Chairs, service lead and regional office) to approve and authorise payments for reimbursement of expenses, to determine what is allowable and reasonable.

SSAFA greatly appreciates and values the time given by volunteers to help support our work and we are committed to ensuring that no volunteer is out of pocket because of expenses incurred whilst carrying out their volunteer role.

SSAFA needs to ensure that any expenditure is relevant to our charitable objectives and can be fully justified, therefore all expenses should be reasonable and kept to a minimum.

It is also important that there is transparency with payments and therefore all claims must be supported by relevant receipts for auditing purposes. Wherever it is possible we will ask for a valid VAT receipt to be submitted along with any expenses claim made.

For the purpose of this policy the term “Volunteer” has been used in its broadest sense:

A volunteer within SSAFA is someone who, without expectation of financial reward beyond reimbursement of out of pocket expenses, performs a task at the request of and on behalf of SSAFA. All volunteers will be recorded as such on the appropriate volunteer management system.

The budget holder is an identified individual with overall authority to agree how budget is spent.  The payment authorising officer is an identified individual with delegated to authority to sign off expenditure.

In the SSAFA Network:

Within Branches:

The budget holder for the payment of branch volunteer’s expenses is the Chair.

The person who approves a payment and is referred to as the payment authorising officer is usually the Branch Treasurer for Branch accounts and the Division Secretary for Division Admin accounts. The Branch will confirm to volunteers who the payment authorising officers are.

Within Serving Community Team:

The budget holder for the payment of volunteer’s expenses is the Chair.

The person who approves a payment and is referred to as the payment authorising officer is usually the Serving Community TeamTreasurer. The Serving Community Team will confirm to volunteers who the payment authorising officers are.

For volunteers who report directly into a Serving Community Team Manager or a regional office, the appropriate member of staff will approve volunteer expenses.

Volunteers are expected to act honestly and responsibly and to submit fair and reasonable agreed out of pocket expenses in accordance with this policy.

The relevant SSAFA employees and volunteers are expected to check that claims comply with this policy, deal with them promptly and ensure they are claimed in accordance with the correct process

5.1 TRAVEL EXPENSES

Reasonable travel costs will be reimbursed in accordance with the following guidelines.

• Where possible the cheapest mode of transport should be used.
• If a volunteer is entitled to any kind of travel concession such as senior citizen pass or student pass, this must be used to help minimise costs to SSAFA.
• Any travel expenses to be claimed that are not covered by the below guidelines must always be agreed in advance with the budget holder (either in specialist service or regional office teams or the relevant person with the local Branch or Serving Community Team).

5.1.1 Bus and Train

Weekly or monthly bus or train tickets are only to be paid for if they are the cheaper option and has been agreed in advance with the relevant volunteer manager. If a volunteer chooses to upgrade their ticket at their own expense, they should provide evidence of the cost of standard class travel on the date of booking with their claim form. The cheaper of the two costs will be reimbursed.

Monthly bus or train tickets can only be reimbursed after the ticket, or pass has been used and may not be paid for in advance. For the cost of a monthly ticket or pass to be reimbursed, the volunteer must have volunteered for a minimum of 16 hours per week over a minimum of four days per week.  

It is the discretion of the budget holder to the reimbursement of specialist discounted railcards, for example the Senior Citizen Railcard, where a volunteer role requires regular travel, and the cost of a railcard is lower than the cost of full price travel for SSAFA.

5.1.2 Volunteers using their own vehicle

Volunteers using their own vehicle may claim a contribution towards their mileage for each journey they make at the current HMRC Approved Mileage Allowance.

To promote sustainable travel a cycling rate may be claimed.

Vehicle Insurance:

Volunteers who use their own vehicle for SSAFA volunteering must inform their insurance company that they are using their vehicle for this purpose.    

If the volunteer’s insurance company charges an administration fee for updating their insurance policy, SSAFA will contribute £25 (or international equivalent) towards the reimbursement of this fee. Evidence of the administrative charge must be submitted along with the claim.

Any payments towards insurance administration charges must be agreed in advance with the budget holder (either Central Office or the relevant person with the local Branch or Serving  Community Team). SSAFA will not reimburse any additional direct insurance charges for increased cover.

5.1.3 Taxis

As a rule, taxis should only be used in exceptional circumstances. Exceptional circumstances may include but are not limited to situations where it is cheaper for a number of volunteers to share a taxi, if a volunteer has particular health or mobility restrictions, where it would be unsafe or unrealistic for a volunteer to take another form of transport or where travel by taxi is cheaper than alternative travel options.

In urban areas where accessibility is problematic the budget holder may choose to authorise a cashless taxi service. The criteria for using the service must be communicated by the budget holder/payment authorising officers to all relevant volunteers. The rendered payment schedule should be provided as supporting evidence of relevant expenditure.

5.1.4 Air Travel

Air travel should only be used with prior arrangement with the budget holder and the cheapest option booked.

5.2 OVERNIGHT ACCOMMODATION

Where volunteers require hotel or overnight accommodation this must be agreed in advance with the budget holder.

Such payments are generally limited to the following situations:

• When an event runs over several days.
• Where the journey exceeds two and a half hours travel each way.

Wherever possible overnight accommodation should be booked in advance to ensure the best rates. It may be possible for bookings to be made by central office and volunteers requiring overnight accommodation should consult with their manager as to the most efficient and cost-effective way of making a booking.

SSAFA where possible tries to use preferred hotels to minimise costs. If a volunteer chooses to stay at a different location, this must be agreed in advance with the budget holder (either Specialist Service or Regional office teams or the relevant person with the local Branch or Serving Community Team). In this case, the cost of the cheapest alternative at a SSAFA preferred hotel will be noted. The cheaper of the two costs will be reimbursed.

Volunteers are advised that any extra spend (e.g. for room service, alcohol, newspapers etc.) is at their own cost and must be settled with the hotel on checkout.

If a partner wishes to accompany a volunteer, SSAFA will not cover their travel, hotel, dinner or breakfast costs. We will meet the cost of an accompanying carer.

All accommodation must be booked in accordance with SSAFA Expense Rates (5.4).

5.3 MEALS AND REFRESHMENTS

Where an overnight stay has been agreed, SSAFA will also cover the cost of an evening meal before the stay and breakfast the morning after.

Where possible such meals will be paid for in advance by SSAFA when the

accommodation is booked to take advantage of discounts. If this is not possible, with receipts, volunteers can claim up to the amounts shown within the Expense Rates (5.4).

Volunteers must not claim for the cost of alcohol. Claims for alcohol included on meal receipts will be deducted and not reimbursed.

During volunteering refreshments may be claimed in agreement with the budget holder (Specialist Service / Regional Office teams or the relevant person with the local Branch or Serving Team Community Team). For example, the cost of a hot or cold drink when visiting a beneficiary.

5.4 EXPENSE RATES

SSAFA reserves the right to change the rates below without prior notice.

Fixed Forces Rates and all non-sterling rates subject to change, check with Finance for any changes prior to incurring expenditure.

5. 5 OFFICE EXPENDITURE

Telephone calls made for SSAFA business purposes will be reimbursed if an itemised bill or telephone log is submitted.

Calls to premium numbers (e.g. 0845) should be avoided where possible, and justification will be required by the payment authorising officer before reimbursement.

The cost of stationery (paper, pens etc), office sundries (printer cartridges, toners etc) and computer peripherals, such as printers, scanners, will be reimbursed if these costs have been incurred wholly exclusively and necessarily for SSAFA purposes.

Volunteers who use a computer or similar device as part of their SSAFA role will have agreed to use their personal equipment for SSAFA business when signing the SSAFA IT Policy. Where personal equipment is used, the equipment is deemed not wholly and exclusively used for SSAFA volunteering. Where equipment is the personal property of the individual volunteer, he or she will be responsible for any associated day to day maintenance costs. Costs may include: broadband internet connection, service charges, fault rectification, upgrades and appropriate antivirus and other protection measures.

In instances, where SSAFA mandate a requirement, for example a specific security upgrade or new operating system, that is required exclusively for SSAFA volunteering purposes, SSAFA will reimburse costs. Claims should be submitted to the budget holder through the expenses claim form.

5.6 APPROVAL PROCESS FOR VOLUNTEER EXPENSES

All expenses are to be claimed by submitting a Volunteer Expenses Claim Form, Appendix 1 & 2 and available on SSAFAnet.

• Appendix 1 Central Office & Serving Community Team Volunteer Expenses Claim Form
• Appendix 2  Network (Branch & Service Committee) Volunteer Expenses Claim Form

For volunteers on the GoAssemble Volunteer Management system, expenses should be claimed through that system.

All claims must be accompanied by the appropriate receipts.

Expenses must be adequately described on the expenses form and failure to do so may result in non-payment.

Volunteer expenses must be claimed and reimbursed after expenditure. Volunteers should claim as soon as possible after expenditure to ensure that no person is disadvantaged by volunteering for SSAFA.

Where volunteers incur regular expenses as part of their SSAFA volunteering and do not wish to claim after each interaction, claims must be made at a minimum quarterly.  

It is the discretion of the budget holder to whether expenses incurred outside the given three-month period, are reimbursed.

Final claims of the year must be submitted for payment in time for the transaction to be cleared before the end of the accounting year on 31 December.

Payments are made by BACS transfer or cheque. Volunteers making a claim must provide all necessary details, including necessary bank details on the expense form to enable reimbursement.

5.6.1 CLAIMING FROM BRANCHES

The budget holder for the payment of volunteer’s expenses is the Chair.

The person who approves a payment and is referred to as the payment authorising officer is usually the Branch Treasurer for Branch accounts and the Division Secretary for Division Admin accounts. The Branch will confirm to volunteers who the payment authorising officers are.

Payment authorising officers must only pay expense claims from SSAFA funds when they are satisfied that they have been appropriately authorised and have adequate supporting documentation.

A payment authorising officer should request support from the Central Office finance team if they require any support or assistance in relation to paying volunteer expenses.

BRANCHES  APPROVAL OF EXPENSES AND AUTHORISATION OF PAYMENTS

• Branch volunteers to be approved by Division or Branch Secretary or Chair.
• Division Secretary to be approved by the Branch Secretary or Chair.
• Branch Secretary to be approved by the Branch Chair (if not related). If related, the Branch Treasurer should approve.
• Branch Treasurer to be approved by the Branch Chair (if not related). If related, the Branch Secretary should approve.
• Branch Chair to be approved by senior management roles: DVO / DDVO / COO or Finance Controller. Chairs should scan their receipts and send them with the completed Central Office expense claim to the following email address: [email protected]  A confirmation will be issued that these have been Authorised for payment locally.
• Related in this definition includes spouses, parents, grandparents, children (including adopted and stepchildren), grandchildren, siblings, cousins, in-laws and cohabiting partners.

5.6.2 CLAIMING FROM BRANCHES

The budget holder for the payment of volunteer’s expenses is the Chair.

The person who approves a payment and is referred to as the payment authorising officer is usually the Serving  Community Team Treasurer. The Serving Community Team will confirm to volunteers who the payment authorising officers are.

payment authorising officers must only pay expense claims from SSAFA funds when they are satisfied that they have been appropriately authorised and have adequate supporting documentation.

A payment authorising officer should request support from the Central Office Finance Team if they require any support or assistance in relation to paying volunteer expenses.

SERVICE COMMITTEES  APPROVAL OF EXPENSES AND AUTHORISATION OF PAYMENTS

• Community Volunteers to be approved by Community Volunteer Co-ordinator or Chair.
• All other Serving Community Team Volunteers to be approved by Chair.
• Chair to be approved by Central Office roles: DVO / DDVO / COO or Finance Controller.  Chairs should scan their receipts and send them with the completed expense Central Office claim form to the following email address: [email protected]. A confirmation will be issued that these have been Authorised for payment locally.

5.6.3 CLAIMING FROM CENTRAL OFFICE

The budget holder for the payment of volunteer’s expenses is the Director of Service.

The person who approves a payment and is referred to as the payment authorising officer is usually the Head of or Manager who is running the service or event. The Service Lead will confirm to volunteers who the payment authorising officers are.

Central Office expenses are claimed when volunteers undertake volunteering for a centrally lead service, or attend courses, meetings and events organised by Central Office, except for SSAFA’s annual members’ meeting (AGMs) for which expenses are reimbursed locally by the branch and/or service committee.

Completed Central Office & Serving Community Team Volunteer Expenses Claim Forms with attach relevant receipts must be scanned or posted to the relevant payment authorising officer for reimbursement.

Volunteers are advised to retain copies of claims for their records.

Claims received after the end of the financial year (December 31) in which the costs were incurred and claims without receipts may not be processed.

Payment will be made by BACS transfer. Volunteers making a claim must provide all the necessary bank details on their claims form.

SSAFA encourages volunteers to claim expenses, so they are not out-of-pocket and SSAFA can demonstrate a true cost of providing our services.

Volunteers who wish to donate their expenses back to SSAFA can do so. Volunteers who are taxpayers can request donated amounts include gift aid.

If a volunteer would like to donate to SSAFA, they first must claim their full reimbursement using the relevant Volunteer Expense Claim Form. After receiving the reimbursement, they may then choose to donate. If the individual is a UK taxpayer, we ask that they consider completing a Gift Aid Declaration Form (available on SSAFAnet). The volunteer should contact their chosen SSAFA Branch/Division/Serving Community Teams to communicate how much they would like to donate, their preferred method of donation and provide a completed Gift Aid Declaration Form, if appropriate. The Treasurer will process the donation on behalf of the SSAFA Branch/Division/Serving Community Teams.

Any failure by the SSAFA volunteers to comply with this policy will impede SSAFA’s capability of achieving its mission.

Any abuse or misuse of volunteer expense payments will be treated very seriously.

It is the responsibility of the budget holder and payment authorising officers to report any concerns of abuse or misuse of SSAFA funds immediately to either the Chief Operating Officer or Director of Volunteer Operations.

A claim investigated and identified as intended abuse or misuse of SSAFA funds will result in the withdrawal of the opportunity to volunteer and if deemed fraudulent reported to the Police.

Volunteer expenses will be built into all funding applications and budgets as part of the regular costs of a volunteer programme.

The following documents can be accessed on SSAFAnet.

• Appendix 1  Claiming Expenses Form Central Office guide
• Appendix 2 - Network (Branch & Serving Community Team) Volunteer Expenses Claim Form
• Appendix 3 Guides to claiming and approving expenses through GOASSEMBLE

How to claim expenses? | Assemble User Guides | SSAFA Volunteer Knowledgebase (screenstepslive.com)

How to approve expenses? | Assemble Supervisor Guides | SSAFA Volunteer Knowledgebase (screenstepslive.com)