3.1. The EDA recognises the enormous contribution that members make through the gift of their time. It is EDA policy that members should not be out-of-pocket as a result of their volunteering activities. Neither should potential volunteers be deterred from contributing to EDA activities purely on the basis of potential personal costs. The EDA therefore expects members to claim for any reasonable expenses that are incurred in the course of their volunteering activities.

3.2. Members are asked to consider Value for Money (VFM) when making travel arrangements. This includes considering the impact of their travel arrangements on the environment and so consider alternative solutions to travelling such as whether tele- or video-conferencing solutions are more cost effective and sustainable. Likewise, consideration should be given to advance booking, use of cheap day returns and other mechanisms to reduce overall cost for the EDA.

4. The Policy itself – General Rules & Processe

4.1. Out of pocket expenses should be claimed on the relevant claim form where expenses should be itemised in sufficient detail to allow review and must be accompanied by an original VAT (sales tax) receipt. All expense claims should be explicit regarding numbers and names of all parties involved.

4.2. Only the actual expense necessarily incurred on EDA business can be claimed, e.g., expenses cannot be paid for voluntary attendance at dinners or evening meetings, which incur overnight accommodation or evening subsistence.

4.3. The form should be completed electronically where possible to ensure all calculations are correct. Please take time to complete the form clearly and accurately – errors/queries will delay reimbursement of the claim.

4.4. Expense claims must be submitted within 3 months of being incurred to be eligible for reimbursement. Reimbursement beyond the 3-month period will be at the discretion of the EDA Treasurer and will not be permitted without a valid reason (e.g., sickness).

Approval

4.5. Once completed, expense forms should be passed to the relevant member of sub-ccommittee chair for review and approval. Such payments are processed on a weekly basis and remittances will be made directly to the expense claimant’s account through the BACS system.

4.6. Any doubt in respect of eligibility should be confirmed with the relevant sub-committee chair before costs are incurred, as ineligible claims will be rejected.

5. Train/bus/ferry etc.

5.1. Claims for the use of public transport should be at standard class rates, supported by a ticket or, if not available, a receipt or credit card voucher (apart from prepayment cards – see section 7.3 below for more information)

5.2. Volunteers are strongly urged to take maximum advantage of discounted fares where they are available (e.g., holders of senior or young person’s railcards, ‘savers’, advanced booking of travel, etc.). Taxis may be used where necessary, if cost effective (i.e., the taxi can be shared with other volunteers) and receipted, but only if other forms of transport are unavailable.

6. Private Car

6.1. Where public transport is not readily available, a private car may be used. Your car insurance policy must include cover for driving as a volunteer and you will be required to declare on the expense form that you have suitable cover. Any extra costs to include this cover is at the cost of the volunteer. A link to a useful document giving UK insurance advice, including volunteer driving can be found here: Volunteer Driving.

6.2. National tax agencies often publish standard mileage rates for business purposes which can be claimed. In the UK the mileage rates for cars in 2022/23 are 45p per mile for the first 10,000 miles undertaken for all organisations in a tax year and 25p per mile thereafter.

Current rates, including those for motorcycles are available from the HMRC website: HMRC Rates and Allowances. Select the appropriate ‘Employer Rates and thresholds link for the relevant year and scroll down to the section Employee vehicles: mileage allowance payments.
Volunteers are also entitled to claim 5p extra per passenger. The passenger(s) must be on EDA Business, and the name and details should be included on the claim. Volunteers outside the UK should indicate the rate they are claiming in place of the UK rate on the form. Volunteers are responsible for complying with their local taxation regulations in respect of such claims. Toll and car park charges should be claimed at cost.
Costs of maintenance, repairs, parking fines and speeding tickets cannot be reclaimed.

7. Accommodation

7.1. On those occasions where it has been agreed with the sub-committee chair that overnight accommodation on EDA business is necessary, maximum rates for overnight accommodation in London is £230, and £150 elsewhere in the UK, inclusive of breakfast.

8. Refreshments

8.1. Reasonable expenses for meals will be refunded provided that original VAT/sales tax receipts are attached to the claim form. Credit card vouchers cannot be accepted as an alternative to VAT/sales tax receipts for such expenses.

8.2. The following maximum expenditure can be claimed where necessary, e.g. when meals are not provided at the meeting

Where it has been necessary to stay overnight on EDA business the maximum expenditure for all meals and beverages is up to £45 per day, with a limit for an evening meal including beverages of £30 per head
For a full day business meeting where refreshments are not provided, refreshments may be claimed with a limit of £12 per head
The cost of breakfast may be claimed up to a limit of £6 if you are required to leave home prior to 7:00am to attend a meeting on EDA business that day
The cost of refreshments in transit of up to £7 can be claimed if you are not staying overnight but return home after 8:00pm

8.3. If costs are incurred in excess of these limits of £30 for dinner or £12 for refreshments, a claim can be made for either £30 or £12, supported by the actual receipt. The costs of alcohol are not eligible expenses for subsistence during working hours

8.4. Claims for food and beverage on behalf of a group of members will be accepted if the claimant notes the names of the members in attendance on the reverse of the original receipt. If the cost is divided equally between the group, each claimant should provide a receipt to the total amount of their part of the final bill

8.5. Claims for alcohol are not acceptable other than modest claims (considered to be up to half a bottle of wine per person) with an evening meal when travelling on EDA business and required to stay overnight. The costs of bar drinks, mini-bars, pay-to-view films or additional services (e.g., use of gym, hairdressing etc.) are not allowable other than the purchase of non-alcoholic drinks from a mini-bar if drinking water is not provided in the room.

9. Additional Information

9.1. Volunteers may claim necessary hotel accommodation only with specific prior agreement and should ensure that they take advantage of special rates available.

9.2. Expenses, other than those mentioned herewith will only be reimbursed if they have been agreed in advance with the sub-committee chair responsible and are fully receipted.

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