This article is for Overseas and Republic of Ireland volunteers only and provides details on how to submit a travel claim on GA.
For full guidance on how to submit an expense claim on GA please read the ‘How to claim expenses’ guide. For details on what you can claim expense reimbursement for please review the Volunteer Expenses Policy.
Volunteers can claim travel costs incurred when using their own vehicle for volunteer activities.
For Overseas and ROI volunteers the standard Mileage claim type can not be used, due to currency and distance metric differences, therefore you must select the Overseas Mileage expenses type for these claims.
Date: Enter the date the journey took place
Role: Select the role relevant to the claim
Description: Please include the following information
- Start and end Postcode
- One-way or Return journey
- Total km travelled
- No. of passengers
- Purpose of the journey
Amount: Use the relevant equation to calculate the claim amount.
EUR
No. of km x €0.40 = Travel Claim amount
If travelling with a fellow volunteer, please also calculate the additional passenger allowance:
No. of passengers x €0.04 = Passenger Claim amount
Travel Claim amount + Passenger Claim amount = Total Claim amount
THB
No. of km x ฿15.20 = Travel Claim amount
If travelling with a fellow volunteer, please also calculate the additional passenger allowance:
No. of passengers x ฿1.40 = Passenger Claim amount
Travel Claim amount + Passenger Claim amount = Total Claim amount
Enter the Total Claim amount into the Amount box
Please Note: The (£) over the Amount box is standard GA text and can not be edited. The payment notification that is used to process the payment of a claim will be in the correct currency (Euro or THB). No currency conversion is required when submitting a claim.
Attachments: Receipts are not required for mileage claims, however supporting documents can be uploaded if needed.
Once all the information has been inputted, select Add Expense - you will now be able to see your expense in the 'Unclaimed expenses' section underneath. Unclaimed expenses are grouped by the role they are being claimed against.
To submit claims for approval please review ‘How to claim expenses’ guide.
Currency exchange rates will be reviewed annually, and this guide will be updated accordingly. Should there be a significant change in exchange rates prior to the annual review, this guide will be updated as necessary.