Swansea Aquatics Volunteer Expenses Policy
By volunteering for City of Swansea Aquatics (Swansea Aquatics) you are agreeing to this policy. The policy is designed to explain how Swansea Aquatics reimburse personal expenses incurred by volunteers. Each expense will be considered on an individual basis and Swansea Aquatics reserve the right to refuse expenses that do not match the criteria set below.
Swansea Aquatics ONLY reimburse volunteers who attend our events and are registered on the Swim Meet Portal and signed into the meet by the Lead Official. No additional expenses can be claimed without prior authorisation.
To enable you to volunteer at Swansea Aquatics you must hold a current enhanced DBS check and the relevant accreditation and training that is required for your volunteer role.
To ensure payment of expenses, volunteers must notify event management of their attendance prior to their arrival by checking in with either the lead official (officials only) or event organiser (volunteers). Swansea Aquatics use the Swim Meet platform, only volunteers/officials registered for the meet on the platform can claim expenses. To reclaim any expenses incurred all receipts must be submitted and correspond with the expenses form. Claims must be sent to the Swansea Aquatics within 7 days of the event completion either by email or by producing the paperwork to the meet organiser by the end of the final session, to allow processing. All claims will be processed by the end of the calendar month of the meet. Please email all online forms and receipts to [email protected]
The expenses criteria below have an element of flexibility where some exceptions can be made, claims can be discussed and authorised by the Swansea Aquatics Treasurer and management committee.
- Accommodation
1.1 Accommodation claims are considered exceptional and not routine.
1.2 Accommodation costs will only be considered if:
1.2.1 The official cannot reasonably travel on the same day
1.2.2 The stay is authorised in advance by event management
1.3 Officials requiring overnight stays must contact event management through the swim meet portal to request accommodation in advance. Please note that when sharing accommodation, only one claim for accommodation expenses can be made per family.
1.4 Overnight accommodation (full cost covered) can be requested via the Swim Meet Portal when:
1.4.1 Official is requested by Swansea Aquatics for the full weekend.
1.4.2 Officials who travel over 70 miles (one way) and attend all the sessions the following day.
1.4.3 Officials who travel over 100 miles (one way) and attend 5 of the 6 sessions of the meet weekend can request preceding night and the night of the event day.
1.5 Officials are not permitted to book their own accommodation.
1.6 Officials may be asked to room share; this is not compulsory. Officials who wish to share, should notify event management before booking. - Travel
2.1 Volunteers/Officials will be able to reclaim expenses for travel to and from events at £0.45p per mile or standard fare on public transport. Volunteers staying in accommodation for an event will also be able to claim to and from the pool, this does not include evening activities or additional mileage. Car sharing is encouraged to reduce emissions and alleviate parking pressures at the venue.
2.2 For volunteers/officials travelling daily, a minimum of 2 sessions of an event must be completed.
2.3 For volunteers/officials attending with a competing swimmer, a maximum of £30.00 can be claimed for attending 2 sessions per day, a maximum of £75.00 can be claimed for attending all 6 sessions of the meet.
2.4 Travel home between sessions on the same day is not reimbursable.
2.5 Google maps will be used as a measure of direct distance and mileage incurred; please include route details on the expense’s application, including postcodes.
2.6 Claims for journeys under 10 miles one way will not be eligible, unless agreed in advance with the meet organiser as exceptional circumstances.
2.7 Car sharing is encouraged to reduce emissions, only one travel claim per household will be accepted
2.8 Car parking for volunteers and officials is covered by Swansea Aquatics by applying for a ‘whitelist’ addition from the pool operator. Number plates must be registered in advance via the Swim Meet portal. Officials/Volunteers number plates not provided in advance will not be eligible for claiming of carparking expenses at the venue or after the event. - Meals
3.1 Volunteers/Officials attending Swansea Aquatics Events will be provided with basic refreshments throughout the day. Breakfast and lunch will be provided at the venue for all volunteers registered on the Swim Meet Portal.
3.2 Officials staying in overnight accommodation are eligible to claim up to £15.00 meal allowance per night; this includes food and non-alcoholic beverages. Alcoholic beverages are not reimbursable under any circumstances. To reclaim meal allowances, all itemised receipts must be submitted with the final expenses form.
3.2.1 To be eligible for a meal allowance, the overnight stay must be preapproved in accordance with the accommodation policy.
3.2.2 Itemised receipts must be submitted with the final expense form
3.3 Meal claims should be considered a contribution, not full reimbursement.
