Purpose

This policy outlines the process through which volunteers may reclaim expenses from the KC Mutual Aid Zone 3 fund (the Fund) incurred whilst completing an assigned task for residents served by KC Mutual Aid Zone 3.

What can be claimed?

Volunteers must remember to agree to a budget with the resident before the task begins. Expenses directly incurred to fulfil an assigned resident’s requests can be claimed from the Fund if needed. Such expenses include:

Shopping receipts
Payment of utility bills
Postage of mail
Travel expenses - only if pre-approved by a member of the KC Mutual Aid Zone 3 administration team

How are expenses claimed?

The steps to claim expenses are:

Take a photograph of the receipts or proofs of purchase and log on to the expenses website to upload your expenses along with your Paypal or bank account information. Please ensure you include valid account information as you will not be reimbursed in cash
Provide the original receipts or proofs of purchase to the resident you are assisting
The administration team will verify the task’s satisfactory completion with the resident, including whether any form of reimbursement was made. You will not be reimbursed twice for the same task
Once confirmed, the administration team will issue repayment within 12 hours Make sure you include all your receipts or proofs of purchase in your email. We cannot guarantee reimbursement without a receipt.

Approvals

Pre-authorization and budgeting If the budget for a task is set at £50.00 (Fifty British Pounds) or more, this must be pre-authorized by an administrator. Please email kcmutualaidzone3@gmail.com for pre-authorization of any travel costs, such as taxis or delivery fees.

Disbursement of claims Any claims under £50.00 (Fifty British Pounds) require disbursement approval by one administrator. Any claims over £50.00 (Fifty British Pounds) require disbursement approval by two administrators. The steps for approval are:

The administrator on duty informs the administrators of the claim;
A second administrator confirms the receipt amount with the resident and leaves a comment on the expense claim in question;
The administrator on duty approves after the second administrator’s comment is posted.

Any claims made by an administrator requires approval to be sent by another administrator to kcmutualaidzone3@gmail.com prior to disbursement.

Exclusions

We will not reimburse:

Telephone costs incurred to complete a task
Food or drink purchased for the personal ingestion of the volunteer
Petrol, TfL charges, or other normal-course-of-business travel expenses incurred whilst completing a task

Please send any questions or comments to kcmutualaidzone3@gmail.com