Invoice #19302 to Bedale Covid-19 Mutual Aid

All volunteers associated with the Bedale Covid-19 Mutual Aid team are entitled to be reimbursed for out-of-pocket expenses which they legitimately incur while purchasing goods such as groceries and medication where money cannot be provided by the beneficiary in advance or in person, or agreed items for personal protection of volunteers where immediate payment is required by the supplier. To maximise any grants/donations to this fund, personal expenses incurred (including, but not limited to, fuel, mileage, phone bills) will be available for reimbursement in exceptional circumstances only; such expenses should be discussed with the admin team prior to being incurred for consideration on a case by case basis.

These Policies & Procedures apply to all persons involved with the Bedale Covid-19 Mutual Aid team.

Goods and/or services may only be purchased on behalf of beneficiaries of the Bedale Covid-19 Mutual Aid team, and subsequently reimbursed, in respect of items which have been agreed between the beneficiary and the volunteer prior to any purchase being made. Items for personal protection may be purchased in this way only with the advance agreement of any two members of the Administration team. Where possible such discussions will be documented through email communication to ensure a sufficient audit trail.

Submitting Claims for Reimbursement of Expenses & Purchases

● Claims for the reimbursement of purchases/expenses must be submitted on the Bedale Covid-19 Mutual Aid team approved claims form. This form can be requested by emailing [email protected] . ● Claims for reimbursement of purchases must be accompanied by documentary evidence of each purchase (eg: picture of point-of-sale receipt to be uploaded when submitting the claims form). ● The Bedale Covid-19 Mutual Aid team will aim to reimburse all legitimate claims within 3 working days of receiving the claims form. ● To comply with current social distancing measures, all reimbursements will be made in the form of a BACS payment.