Volunteer expenses claim form
A clean, itemised expenses claim form for volunteers to submit travel, meal, and other reimbursable costs after an event.
When to use this
- →Sending to volunteers after the event alongside their thank-you email
- →Handing out at the post-event debrief or volunteer sign-out
- →Making available on your event website or volunteer portal
- →Required by your organisation's finance or accounting process
Tips
- ·Set a clear submission deadline — 14 days post-event is standard
- ·State your mileage rate upfront (UK HMRC rate is 45p/mile for first 10,000 miles)
- ·Require receipts for anything over [£/$/€ 10] to reduce admin disputes
- ·Process all claims together to simplify your accounting
- ·Keep a copy of each approved claim for your event finance records
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Volunteer Expenses Claim Form
Claimant details
Full name: [Full Name] Email address: [Email] Phone number: [Phone] Bank / payment: ☐ Bank transfer ☐ Cheque ☐ Cash
Event details
Event name: [Event Name] Event date: [Date] Your role: [Volunteer role]
Bank transfer details (if applicable)
Account name: ________________________________ Sort code: ________________________________ Account number: ________________________________
Expenses claimed
| Date | Description | Receipt? | Amount |
|---|---|---|---|
| [Date] | [e.g. Train — Home to Venue (return)] | ☐ Yes ☐ No | [£/$/€] |
| [Date] | [e.g. Mileage — [X] miles @ [rate] per mile] | ☐ N/A | [£/$/€] |
| [Date] | [e.g. Parking] | ☐ Yes ☐ No | [£/$/€] |
| [Date] | [e.g. Meal — [description]] | ☐ Yes ☐ No | [£/$/€] |
| [Date] | [e.g. Other — describe] | ☐ Yes ☐ No | [£/$/€] |
| — | — | Total claimed: | [£/$/€] |
Notes / additional information
[Space for any explanation of costs not covered by receipts, unusual items, or additional context] ________________________________________________________________________________ ________________________________________________________________________________
Claimant declaration
I confirm that the expenses listed above were incurred wholly in connection with volunteering at [Event Name] and that I have not been reimbursed for any of these costs elsewhere.
Signatures
Claimant signature
Date
Approved by
Date approved
Submission instructions
Please return this form along with any supporting receipts to: [Name] [Email address / postal address] Claims must be submitted by [date — e.g. 14 days after the event]. Late claims may not be reimbursed without prior agreement. Questions? Contact [Name] at [email address].
Replace [bracketed text] with your own details before using.