Please note that the claim forms are currently being updated to reflect the process on this webpage.
The IET recognises the enormous contribution that volunteers make through the gift of their time and it’s IET policy that reasonable out of pocket expenses can be claimed for most volunteering roles.
Before you incur any expenses it’s important that you read the Expenses Policy, and if you’re unsure whether claiming expenses applies to your role please seek guidance from your staff contact or Local Network colleagues e.g. Chair/Treasurer, whichever is applicable.
Process for claiming
You’ll need to complete a claim form and provide receipted evidence for all expenses you incur. There are slightly different claim forms dependent upon whether your expenses are associated with Local Network activities or activities undertaken in another role.
Please photograph or scan your receipts, ensuring that they are reproduced clearly to avoid delay in reimbursement.
If you’re unable to sign the claim form (perhaps you don’t have access to a printer/scanner) we’re able to currently accept an e-signature or unsigned form.
However, if you’re claiming mileage you must quote in your email when submitting your expenses that you’ve read and agreed the declaration on the form relating to driving on IET business, ie: Declaration: The expenses were actually and necessarily incurred in respect of IET activities, are not reimbursable by any other organisation and comply with IET expenses policy. My total UK mileage claim at the higher rate for all organisations does not exceed 10,000 miles. I confirm, where I have claimed mileage expenses, that the vehicle has insurance cover which includes my volunteer activities. Outside the UK my claim is consistent with local taxation and other relevant legislation.
Submit your claim form and photographed/scanned receipts to the relevant approver (staff contact or Local Network colleague). The approver does not require physical copies of your claim form and receipts at the present time.
Are you approving expenses?
The approver is responsible for reviewing the claim form and receipts, and raising any queries with the submitter prior to approval.
Once approved the claim will be submitted to the IET Finance team.
Reimbursement
Once the approved expense claim has been received by the IET Finance team, it usually takes around 14 days for the reimbursement of funds to be sent to your bank account.
This is providing that everything is in order and no queries are raised by the Finance team with the approver.