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. We therefore ask that all our staff and volunteers make efficient travel choices based on time and cost’ or ‘where use of personal vehicle is likely to exceed 100 miles, please check with your Volunteer Development Manager.

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.

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.

This policy is intended to provide a fair and consistent approach to claiming expenses for all SSAFA volunteers.

This policy is intended to provide a fair and consistent approach to claiming expenses for all SSAFA volunteers, to ensure that our volunteers are not out-of-pocket while volunteering for us.

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.

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.

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. The Central Office Finance Team can be contacted via this email address: [email protected]

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 possesses a travel concession such as a senior citizen pass or student pass, however SSAFA cannot reimburse the cost of a concession.
• Any travel expenses to be claimed that are not covered by the below guidelines must always be agreed in advance, in writing, 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. All travel claimed for must be in standard class or equivalent. If a volunteer chooses to upgrade their ticket at their own expense, they should provide evidence of, and claim for, the cost of equivalent standard class travel on the date of booking. 

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.  

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. Please note the same rates apply to electric vehicles. 

To promote sustainable travel a cycling rate may be claimed.

5.1.3 Taxis

Taxis should only be used in exceptional circumstances. This entails, but is not limited to:

• Situations where it is cheaper for multiple volunteers to share a taxi.
• If a volunteer has a particular health or mobility restriction, where it would be unsafe or unrealistic for a volunteer to take another form of transport.
• Where 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 ACCOMODATION

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.

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. However, 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 

SSAFA will reimburse reasonable expenses for an evening meal up to the limits in this policy. Receipts must be provided. Volunteers may not claim expenses for the cost of breakfast or other meals if they are already provided as part of a hotel room-rate, daily-delegate cost or airfare. Accommodation and breakfast expenses should be within the total bed and breakfast expense rate maximum shown below. Lunch expenses are only reimbursed after an overnight stay or up to £10 including non-alcoholic drinks if you are travelling on SSAFA business. 

During volunteering refreshments may be claimed in agreement with the budget holder. For example, the cost of a hot or cold drink when visiting a beneficiary. 

5.4 ACCOMODATION AND MEAL EXPENSE RATES 

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

All non-sterling rates are subject to change, check with the Finance department 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, with prior agreement of the budget holder

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. Therefore, where personal equipment is used, it is determined to not be wholly and exclusively used for SSAFA volunteering. As a result, SSAFA are not to reimburse any associated costs as these maintenance costs befall the volunteer.

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, found in the appendix. 

For volunteers on the GoAssemble Volunteer Management system, expenses should be claimed through that system. Follow this link to read about claiming expenses on GoAssemble. 

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.

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 advisable that volunteers do not let their claims build up.

It is at 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.

Table of Branches Approval of Expenses and Authorisation of Payments

5.6.2 Claiming from SCT Branches 

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

The Serving Community Team will confirm to volunteers who the payment authorising officers are, this is typically the SCT Treasurer.

Table of Serving Community Teams Approval of Expenses and Authorisation of Payments

5.6.3 Claiming from Regional Office and Specialist Services

For volunteers who report directly into a regional office or specialist service, the appropriate member of staff will approve volunteer expenses.

Table of NDP Caseworker and Specialist Services Approval of Expenses and Authorisation of Payments

5.6.4 Claiming from Central Office 

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, which can be found in the appendix. 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.

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.

Appendix 1 - Claiming Expenses Form Central Office Guide 

Appendix 2 - Network (Branch & Serving Community Team) Volunteer Expenses Claim Form

Appendix 3a - Guide to Claiming Expenses Through GoAssemble 

How to claim expenses? | GoAssemble User Guides | SSAFA Volunteer Knowledgebase

Appendix 3b - Guides to Approve Expenses Through GoAssemble

How to approve expenses? | GoAssemble Supervisor Guides | SSAFA Volunteer Knowledgebase

Appendix 4 - Volunteer Expenses Claim Form 

Appendix 5 - Gift Aid Declaration Form