All volunteers are encouraged to claim expenses for costs they incur in delivering Scouts. At the 28th, we’ve centralised our finances to make things easier for leaders. All costs associated with Scouts should be paid for using an OSM prepaid card, or claimed using the form below.
Acceptable expenses include:
- Materials and consumables for meetings and events
- Activities and other event costs (climbing, archery, camp booking costs etc)
- Equipment (tents, first aid, balls, bats etc)
- Badges and core volunteer uniform (leader shirt/blouse)
- Mileage
Claiming expenses
Please make sure you have a receipt (or other evidence) available to upload for each expense. To claim multiple purchases on one form, please provide a breakdown in the summary field.
For expenses over £200, please seek approval from the Group Treasurer and Group Chair with plenty of notice. In most cases the group will be able to make the payment directly
Using prepaid cards
OSM prepaid cards are available to volunteers who expect to make regular payments on behalf of the group.
When categorising expenses, there are a number of spending categories available to volunteers. If an appropriate category isn’t available to you, contact the finance team.
Splitting expenses: Please ensure the categorisation of expenses it accurate. To split one purchase across multiple categories, simply change the expense amount and you’ll have the ability to add a new category:
| Category | Item | Use |
|---|---|---|
| Activity equipment | For activity equipment that will be used across sections | |
| Badges | Select ‘core badges’ or the relevant section | When purchasing badges. |
| Group supplies | Select an appropriate item. | For shared group resources |
| Events (one category for each section) | Select the relevant event | For expenses related to each event. |
| Meetings (one category for each section) | Select the relevant term | For all expenses incurred by typical section meetings. |
| Camping equipment |
Badges
Badges are now a group expense and should be entered into OSM under the Badges category with the appropriate section item.
If your badge order includes other items that aren’t badges, make sure to split the expense into multiple categories.
Finance contacts
Claire, Group Treasurer
Janette, Asst Group Treasurer
James, Group Chair
Hetty, Lead Volunteer
Other resources
28th Volunteer WhatsApp community
