If your organisation is seeking to attract volunteers we can:

• help you to develop the right policies and procedures to run a successful volunteering programme
• advertise your volunteering opportunities
• refer people to you whose interests and skills match your requirements

Reward and Recognition of Volunteers

For many local voluntary and community groups, volunteers are so important
that in many cases organisations simply wouldn’t be able to function without the support they receive from their volunteers.

So how can these efforts be acknowledged, and what are the best ways to recognise and reward volunteers for their contributions?

Being aware of the individual’s motivation to volunteer is important as it will provide a good indication of the type of recognition that the volunteer is seeking. For example if a volunteer is hoping to obtain paid employment, they will value opportunities to receive training and obtain a certificate of training recognition or they may value a referee for their CV.

Saying ‘thank you’ to volunteer’s is easy and it acknowledges their contribution to the organisation and their user’s. As well as saying thank you at the end of their volunteering session there are other ways in which they can be thanked for their contribution. Some organisations choose to say thank you on a volunteer’s birthday or on a special day that might be relevant to that organisation and its members, for instance arranging an event to coincide with a religious festival. There are other ways that volunteers can be recognised for their contribution.

National Initiatives:

Volunteers’ Week (1st -7th June)
This is an annual national campaign that can be used as part of a recruitment drive and to celebrate volunteer achievements.

Student Volunteering Week
This takes place in the last week of February every year. Around the country many universities and colleges put on special events to raise the profile of student volunteering and reward current volunteers and recruit new ones.

Local Awards and Events
Many organisations organise special events to thank their volunteers such as arranging meals, fun days and sporting activities. Volunteers give their time for free so it’s important the organisation recognises this by demonstrating how much their volunteers are appreciated  Nominating volunteers for awards can be a good way of saying thank you especially to dedicated volunteers.



Volunteer Staffordshire Awards:

Launched in 2010, the Volunteer Staffordshire Awards recognises outstanding commitment and excellence in volunteering in Staffordshire across a whole range of categories. The shortlisted finalists are invited to the presentation of the awards at an annual gala celebration event.
More information can be obtained at www.volunteerstaffordshire.org.uk

Presenting certificates and thank you cards to volunteers can also be a good idea, as there is no financial value attached to them but they recognise the achievements of the volunteer. Certificates could be given to all volunteers or to recognise the individual achievements of some volunteers. However it is important that everyone receives acknowledgement of achievements so that volunteers do not feel left out.

Providing support and supervision, relevant training and offering extra responsibility show that an organisation is committed to volunteers and this should be an integral part of volunteer management programme all year round. Celebrating volunteer’s achievements may take more planning but the rewards will be substantial. Volunteers will be feel valued and respected and a small event or gesture can boost a volunteer’s morale, self-confidence and self-worth. Such events will also help maintain volunteer loyalty and increase retention levels, which will in turn will benefit the organisation and its clients.

Volunteer Expenses

A volunteer should not be out of pocket for the time they give.  It is good practice to reimburse a volunteer for expenses incurred as a result of their volunteering.

Q - “Why reimburse expenses?”   

A - If volunteers are expected to meet their own expenses, then this could be a barrier to those on low incomes or those in receipt of benefits.  Ensuring everyone claims expenses also assists an organisation in calculating the full cost of a volunteer project, helps in forecasting volunteer budgets and applying for appropriate funding.

Q - “Which expenses should be reimbursed?”   

A -     In general, any ‘reasonable’ expenses incurred as part of the volunteering     activity should be reimbursed:

• Travel, to and from the place of the volunteering.
• Meals and refreshments.
• Equipment, i.e. protective clothing.
• Administration costs, i.e. postage, phone calls, stationery.
• Care of dependants, including children.

Q - “How do I reimburse expenses?”   

A -     Only reimburse actual out-of-pocket expenses, which means volunteers submitting receipts/travel tickets that show what they have spent as a volunteer that they otherwise would not have.

• Be clear about what expenses will and will not be reimbursed, together with any limits such as for meals.
• Try to reimburse expenses as soon as possible and in cash or by bank transfer, rather than by cheque which can delay payment.
• If possible, reimburse expenses on the same day as the money was spent - this is particularly important for volunteers in receipt of benefits or on low incomes.
• Expenses may be paid in advance, provided that receipts/travel tickets are provided once the money has been spent and any remainder is returned.
• Ensure volunteers are aware of any timeframes/deadlines that exist within an organisation for processing expenses.
• Do not pay volunteers a ‘flat rate’, as any money given over and above out-of-pocket expenses is regarded as income by HM Revenue and Customs (HMRC) and would render the entire payment liable for tax.

Q - “Are there limits on reimbursement of a volunteers driving expenses?”     

A -    HMRC sets approved maximum allowable payments free of tax and National Insurance Contributions.  From 01/04/2011 the approved mileage payments are:

• Cars: 45 pence per mile for the first 10,000 miles and 25 pence thereafter.
• Motorcycles: 24 pence per mile.
• Bicycles: 20 pence

The approved rates do not place an obligation on an Organisation to reimburse expenses at those rates, they are the amounts that a volunteer can be reimbursed before the payments are liable for tax.

More information is available on HM Revenue and Customs (HMRC) website.

(Source of reference: Volunteering England website)