Although most organisations reimburse out-of-pocket expenses as a matter of course these days, some are still lagging behind. Some people may feel very self-conscious about asking to be reimbursed for travel or other out-of-pocket expenses. A lot of paid staff still forget to reimburse any out-of-pocket expenses without a specific request. Or the organisation has a policy of reimbursing people by cheque, at the end of the organisation’s pay period. I’ve heard of volunteers waiting 6 weeks for a £10 cheque. When you’re on benefits, that’s a lot of money and you can’t afford to wait for someone at Head Office to complete the paperwork.
What to do
Make sure the reimbursement of expenses is made immediately, preferably the same day, and in cash. If volunteers want to donate their expenses to your organisation, fair enough. They can do it later. Be aware that less well-off volunteers sometimes feel pressured to follow suit if everyone else is throwing their expenses back ‘into the pot’.
A note about ‘flat rate’ reimbursement:
Discontinue any system of ‘flat rate’ expenses fast. The Benefits Agency will consider anything over and above exact out-of-pocket costs as income which can affect your volunteers’ eligibility for benefits. Get volunteers into the habit of saving receipts and travel tickets.
