1. Purpose

This policy ensures that trustees and volunteers are reimbursed for reasonable, legitimate out-of-pocket expenses incurred in carrying out their roles on behalf of The Healing Hubs.

Expenses are not a payment for services — they are a reimbursement of costs actually incurred. Trustees and volunteers remain unpaid.

2. Who can claim

All trustees and volunteers of The Healing Hubs are eligible to claim expenses under this policy.

Expenses must be incurred in connection with an authorised Healing Hubs activity.

3. What can be claimed

Travel: the cost of public transport (bus, train, or coach) at standard class; mileage for travel by private car at the current HMRC approved mileage rate (45p per mile for the first 10,000 miles); parking costs where unavoidable.

Subsistence: reasonable costs of meals and refreshments when away from home for more than four hours on Healing Hubs business, up to a maximum of £10 per day.

Telephone: the cost of calls made on Healing Hubs business from a personal phone, where these cannot be made via a Healing Hubs device.

Postage and stationery: reasonable costs of postage and stationery used for Healing Hubs purposes.

Other costs: any other reasonable out-of-pocket expenses incurred in carrying out an authorised activity, subject to prior approval from the CEO.

4. What cannot be claimed

Alcohol.

Fines, penalties, or parking tickets.

Personal items or clothing (unless specifically required for a Healing Hubs activity and approved in advance).

Costs that have already been reimbursed by another organisation.

Costs incurred for activities not authorised by The Healing Hubs.

5. How to claim

Expenses must be claimed using the Healing Hubs Expenses Claim Form, available from the Volunteer Coordinator or in the Volunteer Portal.

Claims must be submitted within one month of the expense being incurred.

All claims must be supported by receipts or other evidence of expenditure. Mileage claims must include the start and end points of the journey and the total distance.

Completed claim forms should be submitted to the CEO or Volunteer Coordinator.

6. Approval and payment

All expense claims will be reviewed and approved by the CEO before payment.

Claims will normally be paid within 14 days of approval, by bank transfer to the claimant's nominated account.

The Healing Hubs reserves the right to decline claims that do not comply with this policy or that are not supported by adequate evidence.

7. Trustee expenses

Trustees may claim expenses for travel to and from Board meetings, training events, and other authorised activities.

Trustee expenses must be approved by the Chair of Trustees (or, in the case of the Chair's own expenses, by another trustee).

All trustee expenses will be reported in the annual accounts in line with Charity Commission requirements.

8. Review

This policy will be reviewed annually. Mileage rates will be updated in line with HMRC approved rates.