Hi. Has anyone any guidance on volunteers expenses? Our volunteers are paid above-HMRC rates for mileage and the DWP have now queried this with one of them. I don't have details of the case but would like to have general guidance on what is likely to be accepted as reasonable levels of reimbursement when levels are set in the future.
Thanks, Liz

Hi Liz,

My understanding of the HMRC mileage rates are that they are purely advisory and the figures 'can be used in the majority of cases'. But more importantly they are fo company cars owned by and serviced/insured by the company.
The HMRC guidance says.....
'The rates only apply where employers:
- reimburse employees for business travel in their company cars, or
- require employees to repay the cost of fuel used for private travel.

CAB pays a higher rate for volunteers, as the allowance is intended to cover not only the fuel cost, but also because the cars driven are privately owned (ie. not business cars) to contribute towards the cost of 'wear and tear' and also linked costs e.g. MOT, insurance and tax.

I would suggest this too applies to your volunteers and you may want to have a look at the HMRC website for further information...

http://www.hmrc.gov.uk/cars/fuel_company_cars.htm

Chaos

Liz,

I have trawled the HMRC website again and found info on mileage guidance for private vehicles...

Only two types of journey count as business travel:

1) journeys that form part of an employee’s employment duties (such as journeys between clients’ premises by a salesperson)
2) journeys that relate to an employee’s attendance at a temporary workplace

The rates are listed at 40p per mile for cars/vans, 20p for cycles and 24p for motorcycles. These rates are quite generous, how do they compare to yours??

See: http://www.hmrc.gov.uk/paye/exb/a-z/m/mileage-expenses.htm

Chaos

Thanks for this. It's good to have the HMRC references. I have a feeling that it would be hard to argue against advisory figures provided by HMRC but not sure yet if the DWP are taking any action.

I've found that Volunteering England produce some information sheets that seem pretty useful too.

Liz

HI Liz,

If it comes down to it, argue like hell.

In their own words the HMRC figures are advisory and that is all - to give you guidance, how you use this guidance is your call.

Volunteers are an essential asset and if needed you should argue that without a generous mileage allowance (especially considering the ever increasing cost of fuel) you could well lose these essential workers.

Maybe I am becoming a bit cynical, but attack is best form of defence!!!

Chaos