Expenses
Thank you for volunteering at Macmillan. We really appreciate your time, and we want to make sure that you're not spending your own money to help us. This page tells you all the information you need to know about how to get money back for things you pay for while volunteering.
What are volunteer expenses?
A volunteer expense is money you spend when giving your time to Macmillan, like lunch, taking the bus or paying for parking. Macmillan reimburses reasonable out-of-pocket expenses and – your Volunteer Manager can tell you what you can usually claim for in your role, and how much.
We have also created a summary version of Macmillan’s Expenses policy, specifically for volunteers.
How can I claim volunteer expenses?
When you start volunteering, we will send you all the necessary information help you use our expense website, Concur. If you need some additional support access this system, your volunteer manager can support with this. Remember to keep all your tickets and receipts because will need to upload photos of these to the website You can use your phone to take the pictures, or we can show you how to do it on the computer.
Get started with these four simple steps
Log into Concur
Set up your account
Make an expense claim
You’re now ready to make a claim for any reasonable out-of-pocket expenses that you’ve incurred whilst 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.
Using concur:
Please find Concur guidance for volunteers.
Concur has online training which you can refer to when making your claim, or you can ask your Volunteer Manager for support.
We process your claim
What's in place for volunteers who can't claim expenses through Concur?
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 or 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.