# Volunteer event expenses policy and claim form — edit before use

Organization / event: ____  Policy owner: ____  Approval date: ____  Review date: ____

This is an unapproved blank sample. Finance/legal review should address local volunteer, employment, tax, benefits and record-handling rules before publication. Do not promise reimbursement until funding and approvers are confirmed.

## What we cover

| Expense category | Covered? | Exact conditions / cap / currency | Preapproval contact | Proof required or agreed alternative |
|---|---|---|---|---|
| Travel to/from event | | | | |
| Travel during role | | | | |
| Meal or drink | | | | |
| Essential materials | | | | |
| Care costs | | | | |
| Other | | | | |

Not covered: ____  How to request advance or direct booking: ____  Ask before spending: ____
Claim submission method: ____  Claim deadline: ____  Decision contact: ____  Expected payment timing: ____  Late-payment contact: ____
Secure channel for payment details: ____  Policy for missing receipts / accessibility assistance: ____

## Claim form (do not publish completed forms)

Volunteer name or private ID: ____  Event / role: ____  Preferred contact: ____

| Expense date | Category | Reason linked to role | Currency | Actual amount | Evidence reference | Prior approval reference |
|---|---|---|---|---:|---|---|
| | | | | | | |
| | | | | | | |

Total claimed: ____  Claimant submitted/date: ____
Approver decision / amount / date: ____  Query or exception: ____
Finance payment reference/date (private): ____  Claimant notified/date: ____

Do not place bank details, dependent information or receipts in a public event chat. Use the organization’s secure finance process.