Volunteer Expenses

When you give your time to Macmillan, we are truly grateful and we believe it’s important to make sure that you’re not out-of-pocket for doing so. This page contains all the essentials for understanding volunteer expenses.

What are volunteer expenses?

A volunteer expense is an expense that you incur when giving your time to Macmillan, such as lunch, travel or car parking. Macmillan reimburses reasonable out-of-pocket expenses in line with our volunteer expenses policy – your volunteer manager will agree with you what is reasonable for your role when you start, up to an agreed maximum level.

How can I claim volunteer expenses?

Once in your role, your volunteer manager will set you up on our online expense system, Concur. Please make sure you keep hold of all your tickets and receipts as you will need to upload photos of these to reclaim your money. If you find it easier to use your smartphone, you can take photos on the go, but if you don't, that's not a problem, it’s really simple and we’re more than happy to guide you through getting set up.

Get started with these four simple steps:

Step 1

Log in to Concur

Your volunteer manager will create your account when you join Macmillan. You will then receive a welcome email from Concur which contains your password. Visit the Concur website to access the Concur log in page. You will need to log in with the password that you received in your welcome email, and the email address to which it was sent.

Step 2

Set up your account

Once logged in, check that all your account details are correct and then add your bank details. If you’re going to be claiming for travel by car, add your car details here too. Make sure to verify your email address and update your email preferences. Once you’re happy with how your account is set up, you’re ready to go.

Step 3

Make an expense claim

You’re now ready to make a claim for any reasonable out-of-pocket expenses that you’ve incurred by volunteering. 

You’ll need to let us know:

  • how much you’re claiming
  • the date that you incurred this expense
  • what the expense is for

We will also need to see your receipt – just a photo will do. You can complete the entire expense claim either via the Concur app on a smartphone or tablet, or by visiting the Concur website. Concur has online training which you can refer to when making your claim, or you can ask your volunteer manager to send you a copy of Macmillan’s guidance on using Concur.

Step 4

We process your claim

If there are any mistakes on the expense claim - such as the date not matching the receipt - your claim may be delayed whilst we work with you to correct the mistake. 

However, it's really important to us that our volunteers are reimbursed as soon as possible, therefore we make every effort to ensure delayed claims are still processed within two weeks.

What's in place for volunteers who can’t claim expenses like this?

We know that there will be some exceptions to the rule with our expenses process – for example, some volunteers don’t have access to a bank account, the internet, or can’t afford to pay for their travel expenses upfront and then claim the funds back. 

Where exceptions apply, we will find suitable arrangements to make sure that no one is out-of-pocket and to ensure that money is not a barrier to anyone getting involved in volunteering with Macmillan. Please speak to your Macmillan volunteer manager if this applies to you.


For any specific queries about using Concur, contact expenses@macmillan.org.uk. If you have any other expenses questions that are not related to the Concur system, such as what is reasonable for you to claim in your role, please speak to your volunteer manager.