CYF Docs

Volunteer Expenses

CodeYourFuture is committed to removing barriers to learning and barriers to volunteering, including financial barriers. For this reason, volunteers are able to claim reasonable expenses when giving their time freely to CodeYourFuture.
Any expenses should be agreed in advance.

How to claim

The Programme Manager in the region you volunteer form will be able to provide you with the claim form for that region.
All expense claims must be evidenced with valid receipts or other proof of purchase. Where the original receipt cannot be provided, a photograph or scanned copy of a receipt is sufficient as long as all details are legible.
It is the volunteer's own responsibility to ensure that this evidence can be provided before they part with any money. Where a receipt is not available, proof of purchase may be in the form of screenshots
In all cases, a receipt or proof of purchase must clearly show all of the below:
  1. 1.
    Supplier name
  2. 2.
    Date of purchase
  3. 3.
    Product or service purchased
  4. 4.
    Price of product or service purchased
  5. 5.
    Proof of payment
In the event that proof of purchase will not be available, the volunteer must discuss this in advance with the relevant Programme Manager, who may be able to provide them with an expense form so that they can self-certify the expenditure.
CodeYourFuture is unable to reimburse volunteers for any expenditure which cannot be evidenced in the above way.

What can you claim?

If prior agreed, CodeYourFuture will reimburse you for the cost of travel, undertaken to and from your home and our premises or other locations, incurred in the performance of volunteer work for us. We will reimburse you for the cost of a taxi only where public transport is not available, or where taking a taxi saves a significant amount of time or, due to the number of people travelling together, cost.
We may reimburse you for the cost of a taxi home where:
(a) you are occasionally (and irregularly, ie not following a predictable pattern), required to work until 9pm or later; and
(b) by the time you can go home, public transport has stopped or it would not be reasonable to expect you to use public transport.
If you use your own car or van for volunteering purposes, if prior agreed, we will reimburse you a fixed amount per mile (which covers petrol and other running expenses including depreciation) according to the applicable HMRC approved mileage rates, currently (as at 6 April 2015) 45p per mile (or 25p for each mile exceeding 10,000) in the relevant tax year.
You must normally travel:
(a) second class on all train journeys;
(b) economy class on all flights of less than 7 hours’ duration
(c) economy plus/business class on all flights of 7 hours or more.
However, if you are carrying out volunteer work for CodeYourFuture during your train journey or flight you may be permitted to upgrade provided that the additional cost is proportionate. Overseas air and any upgrades must be authorised in advance by a member of the Global Team.