Mileage/Fuel Policy

Mileage Costs Request

As a Group we would not expect to see Mileage/fuel expenses claimed from Group Funds.

However, in exceptional circumstances the payment of mileage/fuel expenses may be agreed by the Trustee Board.

Events

Mileage/fuel expenses are to be incorporated within event costs which occur as a result of delivering the event.

This is for vehicles taking equipment and/or young people to events. E.g. Minibus travelling to an event with young people. A Van carrying equipment, a vehicle towing a trailer with equipment.

How to Claim

Once agreed the following process should be followed to ensure a fair and consistent approach for all:

• Ensure vehicle’s fuel tank is full prior to leaving for the event.
• Fill up Vehicle’s tank after the event, prior to journeys not relating to the event.
• Submit the receipt for fuel used and details of the journey and including the distance driven (miles) to the event organizer /Treasurer (if Trustee Board agreed).
• Event organizer/ Treasurer (if Trustee Board agreed) to record details on the balance sheet.
• Event organizer/ Treasurer (if Trustee Board agreed) to distribute mileage costs ensuring recipient signs to confirm receipt of cash.

Please note it is not usual for leaders/volunteers to claim mileage costs where they, and/or family members are travelling to an event with personal kit only.

As part of the Group’s responsibility towards Climate Change please also consider lift sharing where possible.