It is noted and appreciated that many volunteer scouters do not claim expenses. It is also accepted that volunteers should not be deterred from the effective execution of their roles due to financial constraint. Cost should never stop anyone volunteering with us. This policy explains how to claim back money you've spent on behalf of 1st Gotherington Scout Group, and how we keep every payment safe and transparent. Our goal is to make the process quick, fair, and easy to understand.
Please use the most cost-effective option when spending Group money. If you're planning a large purchase, speak to the Group Lead Volunteer before you buy it.
How to Claim:
- Submit every expense through Scoutworks.
- Attach a receipt of your claim. Make sure it's clear and readable, or we won't be able to approve it.
- Submit your claim within two months of the date of the receipt.
- Pay by card or bank transfer. Cash purchases are not allowed.
What Counts as a Receipt?
- Digital receipts are accepted: screenshots, emailed receipts, or PDF downloads are fine.
- Receipts must clearly show the date, item(s) purchased, cost, and merchant name.
- If a receipt is faded, blurred, or illegible, we'll ask you to provide a clearer copy or a bank statement showing the transaction. We cannot approve claims without readable proof of purchase.
- For mileage claims, no receipt is needed—just provide the date, route, and reason for travel.
- If you've genuinely lost a receipt and it's under £25, contact the Group Treasurer to discuss alternatives (such as a bank statement or statement from the merchant).
What expenses can I claim:
- Training materials and books for volunteers or young people
- Equipment and kit for sections (tents, badges, activity supplies)
- Venue hire, Property insurance, personal accident insurance, safety equipment
- Travel to training, AGM meetings, risk assessments, or collection of Group property. Your usual journey to weekly section meetings isn't covered.
- Refreshments for Group events (e.g. Pancake ingredients) or volunteer meetings
You cannot claim expenses for:
- Personal items (uniforms for your own use, unless agreed by the Group Lead Volunteer in advance)
- Fines or penalties (speeding fines, parking fines, late fees)
- Personal vehicle tax or insurance, Personal vehicle repairs
- Entertainment or socialising that isn't a Group event
- Items you've already been reimbursed for by another source
If you're unsure, ask the Group Treasurer or Group Lead Volunteer before spending.
Approval
- Expenses over £50 must be approved by the Group Lead Volunteer.
- Nobody can approve their own expenses.
- If the Group Lead Volunteer submits an expense to be reimbursed personally, another trustee must approve it.
Expenses Under £50
Expenses under £50 do not require pre-approval from the Group Lead Volunteer. However, all expenses—regardless of amount—must still be submitted through Scoutworks with a receipt. The Group Treasurer will process these claims and they will be authorised by a trustee as part of the standard payment process before reimbursement.
Planning Larger Purchases
If you're planning to spend more than £50, please seek approval from the Group Lead Volunteer before you buy. This helps us budget and avoid unexpected costs.
Mileage
You can claim mileage for journeys you make for the Group, such as risk assessment visits, collecting kit, training and AGM meetings. Your usual journey to weekly section meetings isn't covered. We pay mileage for Group journeys at the current HMRC approved rates (Tax year 2026/2027):
- Petrol / Diesel / Electric vehicles: claim at 55p per mile
- Motorcycles: claim at 24p per mile
- Bicycles: claim at 20p per mile
- Public transport: claim the actual cost with a receipt (ticket, travel card).
If you use a vehicle type not listed above, contact the Treasurer to discuss the appropriate rate.
This rate is reviewed annually in October and updated if HMRC rates change. The rates includes both the cost of fuel and vehicle running costs. Check Scoutworks or ask the Treasurer if you're unsure of the current rate.
- Claim through Scoutworks with the date, where you travelled from and to, the reason for the journey and the total miles. You don't need a receipt for mileage.
- Parking can be claimed with a receipt. We don't pay parking fines or speeding fines.
- Please share lifts where you can.
- Please ensure you have appropriate insurance for the journey, a valid license and a roadworthy vehicle.
Example: A 40 mile round trip to carry out a risk assessment would be claimed as 40 × 55p = £22.00.
Payment
We reimburse you by bank transfer, so keep your bank details up to date in Scoutworks.
The Group Treasurer sets up every payment, and one of the other named trustees on the bank account must authorise it before it's sent.
We don't use cheques or prepaid cards.
Reimbursement Timeline
We aim to process and reimburse all approved expenses within 10 working days of approval. If your reimbursement is delayed, please contact the Group Treasurer. Bank transfers may take a further 1–2 working days to appear in your account, depending on your bank.
What Happens If My Claim Is Rejected?
If your claim is rejected, the Group Treasurer will explain why and give you the chance to resubmit. Common reasons include:
- Receipt is illegible or missing
- Claim submitted after two months
- Expense doesn't qualify under this policy
- Claim lacks required detail (e.g., mileage claim missing the destination)
You can resubmit your claim with additional information. If you disagree with a rejection, you can ask the Group Lead Volunteer or another trustee to review it. We'll try to resolve any disputes fairly and promptly.
How We Keep Your Information Safe
All receipts and expense records are kept securely by the Group Treasurer for six years, in line with charity regulations.
Your bank details are held securely in Scoutworks and are only used for reimbursement.
If you have concerns about how your data is handled, speak to the Group Lead Volunteer or a trustee.
VAT
1st Gotherington Scouts is not VAT-registered.
Please claim the full amount shown on your receipt, including any VAT.
Frequently Asked Questions
Can I claim for an expense that was incurred over 12 months ago?
Claims should be made as soon as practicable after the costs have been incurred, ideally within 2 months. Late claims can be considered exceptionally by the Group Treasurer, but in all cases no claims for expenses incurred more than 12 months ago will be settled.
Can I claim for fuel I've already paid personally?
Yes, if it's for a Group journey and in accordance with the mileage section above. Claim the mileage rate for the distance travelled—you don't need a fuel receipt.
What if I've lost my receipt?
For claims under £25, contact the Group Treasurer with details of the purchase (date, merchant, amount). We may ask for a bank statement or other proof. Claims over £25 without a receipt are unlikely to be approved.
Can I pay for something with cash and claim it back?
No. All Group purchases must be made by card or bank transfer. This creates a clear audit trail and protects everyone.
How do I update my bank details?
Log into Scoutworks and update your details in your profile. Let the Group Treasurer know if you have any issues.
Who do I contact if I have questions?
Contact the Group Treasurer (for expense and payment queries) or the Group Lead Volunteer (for approval or policy questions).