North Staffs Users Group

working for better mental health services for the people of North Staffordshire

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Members' Expenses Policy

policy statement
travel expenses - public transport
travel expenses - private transport
subsistence expenses
care expenses
dependent children
dependent adults
other expenses
policy duration

Policy Statement

This policy is written to include all members of North Staffordshire Users Group. This includes members, volunteers and trustees.

It is the policy of North Staffordshire Users Group that none of the organisation’s members should be out of pocket as a result of their activities on behalf of the organisation.

All claimable out-of-pocket expenses will be reimbursed on the day of the activity, or if for any reason this is not possible, as near after as practical.

In order to ensure accurate accounts are kept, members are required to provide receipts (where practical) for their expenses claims.

On signing for their expenses members are making a statement to the organisation that their expense claim is legitimate.

NSUG must not pay more than the actual cost incurred by the member, as this would have tax, benefit, legal and employment consequences for the organisation and the member. Any members in receipt of benefits are advised to ensure that Jobcentre plus are aware of any voluntary activity that they are engaged in and of expenses that are being claimed. NSUG will provide any information to The Department of Works and Pensions that is requested of them.

Travel Expenses - Public Transport

NSUG expect members to make use of public transport where it is available, unless its use results in considerable inconvenience, expense, or if it is not a viable option due to disability.

Bus Fares

NSUG encourage and will assist members in the obtaining of free bus passes where there is entitlement. NSUG encourage the use of bus passes for those not entitled to free travel.

Bus fares will be paid on the day on production of the ticket.

For members who choose to purchase bus passes the daily proportion of the length of the pass will be paid for NSUG activities on each individual day during the duration of the pass (for instance with a 7 day pass 1/7 will be paid for volunteering activities for any day during the duration of the pass).

Bus passes and tickets should be shown to staff and details of the bus journey indicated.

NSUG Will only pay for a day pass where this is the cheapest fare available for the journey.

Rail Fares

Standard Class fares with prior authorisation of the Director

Taxi Fares

Taxi fares can be paid in exceptional circumstances, for example: disability; no other means of transportation, where the use of public transport results in considerable inconvenience. Authorization from the Director must be sought prior to incurring costs of a taxi and receipts must be obtained and provided.

Private Transport

NSUG encourages car sharing wherever possible. Where NSUG activities necessitate the use of the volunteer’s own vehicle and public transport is not a more appropriate and cheaper alternative, mileage will be paid at the current rate of 39p per mile.

Car park charges will be reimbursed for the duration of any NSUG activity on receipt of the parking ticket. This can be paid on the day but the member will need to retain the ticket and write on it (or attach to it) details of the person that paid the expense and the NSUG activity attended.

Volunteer Expenses

Subsistence Expenses

The costs of volunteer subsistence (food and soft drinks for volunteers while volunteering) will be paid when a volunteering activity encompasses 3 hours. In these circumstances a volunteer can claim actual subsistence costs not exceeding £4.00 on production of a receipt.

Alternatively, where a voluntary activity is undertaken at the Dudson Centre a voucher will be offered for use in the Dudson Centre Cafe to the value of £4.00.

Members may be given vouchers for the cafe for attending training to become a volunteer if the training exceeds 3 hours in length.

Where a member’s event is organised by NSUG such as AGM, Thank You Event, food may be provided instead of the payment of subsistence

Care Expenses

To enable any member to volunteer for the organisation, NSUG is committed to ensuring all actual costs incurred by the volunteering activity are reimbursed. If carrying out a volunteering activity on behalf of NSUG, and agreed by the organisation, results in a third party needing to be engaged to provide care for a dependent then NSUG will assist with the costs of care. However, NSUG must act responsibly with the finances it has and consequently any claim for care costs must be agreed in advance with the Director, must be incurred by the act of volunteering and must meet the following criteria:

Care expenses are only payable to volunteers of NUSG. This means that a member must have completed all of the required elements of training to become a volunteer. In order to facilitate this, care costs will be payable for any Volunteer Training required by NSUG. By prior agreement, care costs may be met to facilitate shadowing other volunteers in the process of gaining experience for a volunteer role until all required training elements are complete.

Dependent Children

NSUG will consider claims for child care for children:

Under school age
13 or under during the school holidays
13 or under during or after school times
Children over the age of 13 if they are classed as disabled (to be demonstrated by eligibility to support through benefits or other statutory support with respect to a disability)

NSUG will meet the cost of the child care required up to a maximum claim of £25 per week per volunteer.

Care costs will only be reimbursed to the person with legal responsibility for the child and in receipt of child benefit.

NSUG will pay for any formal and informal childcare arrangements but will require receipts for payments and a letter from the childcare provider to evidence the care that is being provided.

Dependent Adults

NSUG will pay care costs in relation to volunteers in receipt of Carers Allowance or an entitlement to Carers Premium. If there is no entitlement to benefit in view of income, NSUG would require a letter from the cared for detailing their entitlement to the care component of Disability Living Allowance.

NSUG will pay for any formal or informal care provided but will require receipts for payment and a letter from the care provider to evidence the care that is being provided.

NSUG will meet the costs of care up to a maximum claim of £25 per week per volunteer.

Other Expenses

Requests for any other necessary out of pocket expenses incurred in regards to activities undertaken on behalf of NSUG (such as stationary, postage, refreshments, telephone expenses) should be made to the Director (or nominated supervisor), prior to the expense being incurred where practicable. All reasonable requests for expenses will be reimbursed but members should make efforts to check prior to incurring any expense in case of refusal. The organisation retains the right to refuse expenditure that is does not deem reasonable or necessary to the voluntary activity undertaken.

Where a member is engaged as an NSUG representative at another organisation, NSUG will seek to ensure the other organisation meets the cost of the member’s expenses.

All expenses claims should be made on the day of the volunteering activity (or as soon after as possible if not practicable on the day) by completing a volunteer expenses form provided by NSUG staff

Any issues arising from the payment of expenses should be raised immediately with the Director. Should any member be dissatisfied with the handling of their expenses claim they are encouraged to make use of the complaints policy, when the NSUG Board of Trustees will make the final decision.