Volunteer Drivers and Lunch Allowances.

[Melanie Norman]

Hi. As a new treasurer I'm trying to identify the best way of paying volunteer drivers, away from home for 6-10 hours a food allowance. Can anyone suggest if the HMRC 10pounds per day food subsistence allowance is the best way forward please. Ideally we would avoid the need for reciepts/admin.

Many thanks

 

[eteb3]

I assume you’re a *charity* treasurer?

This is fraught. NCVO says you can’t pay a per diem, must be real expenditure reimbursed.

Paying volunteer expenses

Learn how to cover your volunteers' expenses, including information on policies and processes

www.ncvo.org.uk

I haven’t found any HMRC guidance that confirms that in terms, but their line on mileage allowances suggests strongly that would be their view.

Where did you get the £10 rate from? Afaik that is only available for subsistence when travelling overnight, overseas; the UK rate is £5, again only overnight.

Assuming all above is accurate, if not too many drivers I’d look at an Equals Money payment card, preload it, and ask vols to keep receipts.

But charity accountant may have better ideas. Try CharityTaxGroup. @Scalloway often good on this sort of thing, too.

Or see if you can get a bespoke agreement with HMRC? if that ever works for folk with a balance sheet counted in 1000s, hahaha. (But in all seriousness, HMRC Charities usually very helpful ime)

 

[WaveJumper]

Volunteer opportunities, rights and expenses

Find volunteering opportunities, and volunteer rights, pay, expenses, age limits, criminal record checks.

www.gov.uk

 

[eteb3]

Volunteer opportunities, rights and expenses

Find volunteering opportunities, and volunteer rights, pay, expenses, age limits, criminal record checks.

www.gov.uk

Yes, unfortunately “you may get money to cover expenses” gets the OP no further forward as to whether that’s receipted expenses or a payment per diem. Classic GOV.UK

 

[Melanie Norman]

I assume you’re a *charity* treasurer?

This is fraught. NCVO says you can’t pay a per diem, must be real expenditure reimbursed.
link removed.

I haven’t found any HMRC guidance that confirms that in terms, but their line on mileage allowances suggests strongly that would be their view.

Where did you get the £10 rate from? Afaik that is only available for subsistence when travelling overnight, overseas; the UK rate is £5, again only overnight.

Assuming all above is accurate, if not too many drivers I’d look at an Equals Money payment card, preload it, and ask vols to keep receipts.

But charity accountant may have better ideas. Try CharityTaxGroup. @Scalloway often good on this sort of thing, too.

Or see if you can get a bespoke agreement with HMRC? if that ever works for folk with a balance sheet counted in 1000s, hahaha. (But in all seriousness, HMRC Charities usually very helpful ime)

Thank you so much for responding. You are correct I should have mentioned charity treasurer. Very useful links and advice. I got the 10quid from HMRC but it wasnt well signposted, so I did wonder if it was overnight or overseas. Thanks again.

 

[eteb3]

I find this forum useful sometimes, too:

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