Grant #160652 to Tulse Hill Estate Covid-19 Support Group

This policy outlines the process through which volunteers may reclaim expenses from Tulse Hill Estate Covid-19 Support Group (THE-CV19) incurred whilst completing an assigned task for residents served by THE-CV19. This policy may be updated or revised from time to time in order to reflect changing circumstances, government guidance or the needs, operations and objectives of the THE-CV19.

The approval and reimbursement of all expense claims shall be managed by the THE-CV19 Administration Team, who can be contacted by email: [email protected].

Disbursement of claims under £35.00 shall require the approval of one administrator. Any claims over £35.00 shall require the approval of two administrators. The steps for approval are:

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

All claims must:

(a) Be pre-approved in writing by a member of the Administration Team prior to the expense being incurred. (b) Not exceed £35.00 (c) Be accompanied by a receipt and detailed justification (see ‘How to Claim’ below). (d) Be a legitimate expense as defined below.

Legitimate expenses are defined as:

(a)    Costs incurred in operating THE-CV19:
        (i)    Marketing and communications activities (e.g. printing leaflets, posters, labels, cards, website hosting/ maintenance, central phone charges/data etc).
        (ii)    Establishment of a phone bank
        (iii)    Distribution or travel costs (mileage at £0.35 per mile, capped at £5 per claim, unless otherwise pre-authorised).

(b)    Costs incurred by THE-CV19 volunteers:
        (i)    Costs of emergency food supplies provided to those with none, with individual claims limited to £15.  Supplies should be limited to basic staples and volunteers should seek maximum value for money when selecting where to shop and items to buy.
        (ii)    Costs of emergency gas, water or electricity key top-up, with individual claims limited to £15.
        (iii)    Costs of postage, prescription medication (limited to two prescriptions), over-the-counter medication (limited to £10).
        (iv)    Volunteers must remember to agree a budget with the resident and ascertain how they will be reimbursed before the task begins.  Where a volunteer cannot afford the out-of-pocket expense or is uncomfortable shouldering the risk of not being repaid, they may by agreement with the Administration Team and the person being helped:
                •    Ask the person being helped to donate to THE-CV19 and forward the receipt.
                •    Provide the help required.
                •    Claim the expense from THE-CV19.

Queries about this policy and allowable expenses can be directed to: [email protected].