Volunteers can request reimbursement of expenses by completing the expense claim form (Updated: 14 March 2024).
Prior submitting your claim, please ensure you're familiar with our Volunteer Expenses policy and Authorised signatories form.
The process for submitting claims is as follows:
- Completing the form in full (which must include name and full postal address) soft copy.
- Add bank details for BACS payments if NEW or AMENDED. If the same since the last payment, do not fill in.
- Send to Group/Branch Treasurer or Chair via email for approval. Include digitally captured images of receipts to support all of the expenditure claimed (except mileage).
- Due to audit requirements, please included the wording “please accept my attached expenses for processing, in the sum of £xxx relating to yyyy”.
- Group/Branch Chair or Treasurer emails the expense form and any receipts to their Coordinator at groups@bcs.uk, stating they approve the expenses.
- Your Coordinator will then arrange for the approved expenses to be sent to Finance for processing and payment.
Alternatively if you are unable to email the form to the Treasurer/Chair/Secretary, please print a hard copy of the form, sign the bottom left and either hand to the Treasurer/Chair/Secretary in person or post to BCS, The Chartered Institute for IT, 3 Newbridge Square, Swindon SN1 1BY, together with receipts to support all of the expenditure claimed (except mileage).
If the claimant does not have a UK bank account, please use the following forms to provide bank details;
*Note, Non-BCS members are not able to claim expenses, unless there are exceptional circumstances and prior approval has been sought.
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