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Volunteering within your community:
Volunteer Policy
This policy outlines People In Commons’ commitment to upholding the UK Volunteer Charter standards and complying with relevant employment regulations regarding volunteering.
In the UK, there is a strong tradition of volunteering outside of work commitments to support local communities. This trend continues to be significant, with recent data showing that 28% of adults in England (approximately 12.9 million people) participated in formal volunteering at least once in the last year
. This commitment to community service reflects a deep-rooted desire among UK residents to contribute to the betterment of their local areas.Community Interest Companies (CICs) and cooperatives play a crucial role in providing a support structure for these dedicated volunteers. These organisations offer a framework that can effectively harness and channel the energy and skills of community-minded individuals.
Benefits for Volunteers
1. Structured Opportunities: CICs and cooperatives can offer well-organised volunteering opportunities, making it easier for individuals to find roles that match their skills and interests.
2. Skills Development: Volunteers can gain new skills and experiences through their involvement with these organisations, which may benefit their personal and professional lives.
3. Community Impact: These structures allow volunteers to see the direct impact of their efforts on their local communities, providing a sense of purpose and fulfillment.
4. Recognition Programs: CICs and cooperatives can implement recognition schemes to acknowledge and reward the commitment of their volunteers, fostering a sense of appreciation and motivation.
Recognising and Rewarding Volunteers
To support and encourage volunteering People In Commons provide supportive structures that can play a vital role in nurturing a culture of volunteering. This not only benefits the local community but also contributes to the personal growth and satisfaction of the volunteers themselves, creating a positive cycle of community engagement and development.
Definition of Volunteering
Volunteering is defined as the commitment of time and energy for the benefit of society, local communities, individuals, the environment, or other causes. Voluntary activities are undertaken of a person's own free will, without financial payment.
Key Principles
1. Voluntary Nature: All volunteer activities must be freely chosen by the individual. There shall be no compulsion, threat of sanctions, or force.
2. Financial Considerations: Volunteers receive no financial reward for their time. However, all expenses that occur during volunteering will be reimbursed to ensure volunteering remains accessible to all.
3. Training and Support: People In Commons will provide appropriate structures to support all our volunteers.
4. Safe Environment: Volunteers have the right to safe, secure, and healthy environments free from harassment, intimidation, bullying, violence, and discrimination.
5. Distinction from Paid Work: Volunteers shall not carry out duties formerly performed by paid workers, nor shall they be used to disguise the effects of non-filled vacancies or service cuts.
6. Industrial Disputes: Volunteers shall not undertake the work of paid staff during industrial disputes.
Volunteer Rights and Protections
1. Equality and Non-discrimination: Volunteers are protected from discrimination under the Equality Act 2010.
2. Health and Safety: People In Commons has a legal duty to ensure the health and safety of volunteers, including providing safe environments, access to training, and adequate supervision.
3. Data Protection: We will comply with data protection laws and ensure volunteers understand their responsibilities regarding data confidentiality.
4. Insurance: Appropriate insurance coverage will be provided to protect volunteers in case of accidents or incidents during their voluntary work.
Volunteer Agreements
While not legally binding, People In Common will provide written volunteer agreements outlining roles, responsibilities, and expectations. These agreements will clearly state that they do not constitute a contract of employment.
Expenses and Benefits
1. Reimbursement: All expenses occurring during volunteering will be met directly by People In Commons CIC. These are not considered taxable income.
2. Benefits: Any benefits provided to volunteers will be clearly communicated and kept minimal to avoid creating an employment relationship.
Volunteer Management
1. Role Descriptions: Volunteers will receive clear role descriptions, distinct from job descriptions for paid staff.
2. Supervision and Support: Regular supervision and support will be provided to volunteers.
3. Feedback Mechanisms: We will establish systems for addressing any problems or complaints between volunteers, the community, or members of People In Commons.
Legal Considerations
1. Employment Status: We will ensure that the relationship with volunteers does not inadvertently create a contract of employment by avoiding:
o Obligation to provide work or for the volunteer to perform it
o Control over the volunteer that suggests employee status
o Regular payments resembling wages
2. Minimum Wage: Volunteers are not entitled to the minimum wage. We will ensure that payments and benefits do not suggest otherwise.
3. Working Time Regulations: While not applicable to volunteers, we will still consider appropriate break periods and time commitments.
By adhering to these principles and regulations, we aim to create a positive, rewarding, and legally compliant volunteering environment that benefits both our organisation and our valued volunteers.
Out-of-Pocket Expenses
Our organisation will reimburse volunteers for reasonable out-of-pocket expenses incurred during their volunteering activities. This ensures that volunteering remains accessible to all and does not cause financial hardship. The following expenses are eligible for reimbursement:
Travel Expenses
1. Public transport: Reimbursement for the cheapest form of public transport to and from the volunteering location, as well as during volunteering activities.
2. Private vehicle use: Mileage reimbursement at the current HM Revenue & Customs approved rates (45p per mile for the first 10,000 miles, 25p per mile thereafter for cars and vans).
3. Additional passenger allowance: 5p per passenger when carrying others as part of voluntary work.
4. Parking fees and tolls incurred during volunteering activities.
Food and Refreshments
1. Meals taken while volunteering, within reasonable agreed limits.
2. Reimbursement for a hot meal and drink in local cafes when volunteering for more than half a working day.
3. The exact amount spent on food and refreshments, up to a maximum limit of £10 per day per person.
Access to Utilities and Energy
1. Reimbursement for additional utility and energy costs incurred while volunteering from home, such as:
o Electricity used for computer equipment or lighting
o Heating costs
o Internet usage for volunteer-related activities
2. A fair calculation method will be used to determine the portion of utility and energy costs attributable to volunteering activities.
Additional Eligible Expenses
1. Postage and stationery costs related to volunteering tasks.
2. Telephone calls made for volunteer purposes.
3. Protective clothing or equipment necessary for the volunteer role.
4. Childcare or dependent care costs incurred during volunteering hours.
Claiming Expenses:
For all our volunteers we operate Pleo …
1. Volunteers must use their Pleo account which will track detailssuch as date, item and amount of each expense.
By implementing this comprehensive expense policy, we aim to remove financial barriers to volunteering and ensure that all volunteers can participate without incurring personal costs. This policy reflects our commitment to equal opportunities and recognises the valuable contribution of our volunteers.
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