Our expenses policy follows best practice guidelines, ensuring that charity money complies with regulations. This policy is for volunteers of PCD Support UK.
We rely on volunteers to achieve our aims and believe that our volunteers should not be out of pocket for any work they do for PCD Support UK. All expenses claims must be supported with receipts, in line with best practice.
Please alert the Treasurer to any expenses, before these are incurred. You should contact: [email protected] to do so.
All claims must be submitted within a reasonable timeframe (and ideally within 30 days of the proposed activity).
The most cost-effective and practical route should be taken by volunteers, including using railcards and similar schemes, where appropriate. Where expenses are likely to be substantial, pre-approval must be sought from the Treasurer. Parking charges and toll charges are included as travel expenses.
Motor Mileage is reimbursed at the standard rate of 45p per mile, and 4p per mile for electric cars.
For trips that include overnight stays, the daily allowance is £40 for all meals (during a 24-hour period). For trips that cover the majority of the working day, the daily allowance is £20.
Expenses that do not fall into any of the categories above must be pre-approved by the Treasurer. Please contact [email protected] with full details of the intended expense, the detail of the activity and the reason for requesting approval.
To claim expenses, please follow the process below:
- Gain approval by emailing [email protected] with details of your intended activity. Please note that some expenses will be reviewed by the Management Committee, and so we recommend contacting us at least 30 days in advance of the proposed activity.
- Complete this online form to submit your expense claim. Email photos of your receipts to the treasurer (please make sure these are good quality).
- Approval will be given by the Treasurer via email, once the claim and receipts have been checked. Payment will be made within 14 days.