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Expenses policy

Information relating to the IET’s policy on expenses and the processes involved in reimbursement.

The IET recognises the enormous contribution that volunteers make through the gift of their time and it is IET policy that reasonable out of pocket expenses can be claimed for most volunteering roles, including attendance at committee meetings. If you are unsure whether this applies to your role please seek the guidance of your staff contact before you incur expenses.

The volunteer expense policy has been updated to more closely reflect the overall expense strategy applied by the IET and came into effect from 1 December 2014. The policy applies to IET volunteers, including members and non-members claiming expenses directly from the IET.

Key changes to the volunteer expense policy include:

  • Flight times over 18 hours (i.e. Australia and New Zealand) are automatically eligible for Business Class travel;
  • Use of Premium Economy for air travel over 4 hours. Business class may be considered over 8 hours on a case by case basis;
  • First Class rail travel should only be considered for journeys in excess of 90 minutes;
  • Specific limits have been introduced in respect of the cost of necessary accommodation and subsistence.

Policy and claim form effective from 1 December 2014:



(For completion with Excel; contains calculation formulas)


     (For printing and completing by hand)


There remains a separate expense claim form for members claiming expenses directly from their Local Network; this form should be used where a community volunteer is authorising the expense claim.


(For completion with Excel; contains calculation formulas)


     (For printing and completing by hand) 


Car mileage expense claims for volunteers in the United States of America

The IET offers the following guidance to volunteers operating in the United States;  this guidance note should be read in conjunction with the IET’s ‘Expenses policy for volunteers’ (above).



Please help us to process your claims quickly by remembering to include your original tax receipts.

For information regarding Travel Insurance, please refer to our Travel insurance guidelines.