Receipt #247833 to Ancient Woodlands UK

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  Expenses Policy: 

This policy outlines the guidelines for volunteers in relation to our campaign and events. 

Eligibility for Reimbursement: 

Volunteers are eligible for reimbursement if they have incurred reasonable and necessary expenses directly related to the mission of our education campaigns and events. 

Volunteers must seek prior approval for all expenses (e.g., accommodation, travel costs) from the leadership team to make sure that the expenses are within budget. 

Travel Expenses: 

Travel expenses will be one of our most common expenses, whether that is travelling to a conference or to hold an event. 

·       Public Transport: Volunteers should use public transport (train, bus, etc.) where possible. Reimbursement will cover the cost of standard travel, including reasonable advanced bookings. 

·       Private Car: If traveling by car, volunteers will be reimbursed at the prevailing HMRC-approved mileage rate for the distance travelled for campaign or event purposes. Volunteers should keep records of their mileage, including start and end points. 

o   Personal car 45p per mile can be claimed. 

·       Taxis or Ridesharing (e.g., Uber): These may be reimbursed only if public transport is not feasible or available. Receipts must be provided. 

Accommodation: 

Volunteers should seek affordable options, such as budget hotels, hostels, or home-sharing services (Airbnb). Reimbursement for accommodation costs will be considered for overnight stays directly related to campaign work or events. 

Volunteers must seek approval for all accommodation before booking to ensure costs are within budget from the leadership team. 

Meals: 

 A reasonable amount will be reimbursed for meals when attending events or campaigns where meals are not provided. The maximum limit will be set at £10 for breakfast, £10 for  lunch and £20 for an evening meal. For example someone might spend £4 on breakfast, £8 for lunch and £20 for dinner. 

Miscellaneous Expenses: 

- Volunteers may be reimbursed for other out-of-pocket expenses such as materials or supplies required for campaigns (e.g., leaflets, display boards, etc.). Receipts must be provided, and the amount will be agreed prior to purchase by the education lead and a member of the leadership team. 

How to Claim Expenses: 

Volunteers should submit an expense claim form, along with original receipts, on our social change nest account: https://opencollective.com/ancient-woodlands-uk/expenses/new within 14 days of incurring the expense. 

 Claims will be reviewed and processed for reimbursement within 14 days. 

Limitations: 

Expenses that are not directly related to the campaign, personal travel, or unrelated to the event or work of spreading awareness of ancient woodlands will not be reimbursed. 

Queries: 

If you have any questions or concerns regarding this policy or any specific expense, please contact a member of the leadership team (Lucy, Joseph, Katie or Emily) before incurring the cost.