Generating Gift Aid From Travel Expenses
As a Community Amateur Sports Club (CASC), we can reimburse volunteers and players for genuine out-of-pocket travel expenses.
Volunteers can choose to give the reimbursement to the club, allowing the club to treat these as donations. Donations to the club are eligible for 25% Gift Aid, completely within HMRC guidelines.

Why It Matters
By recording and monetising volunteer mileage, we can unlock thousands of pounds in additional funding each year, enabling us to fund important projects.
This is a significant opportunity for our club, we appreciate your involvement and we’ll provide you with progress updates.

How It Works - Volunteers
Volunteers can claim on any genuine out-of-pocket travel expenses while doing their volunteering role, including home and away games, training, meetings etc.
Once the claim has been made, the club reimburses the volunteer. The volunteer sends the same amount back to the club as a donation.
The club can then claim Gift Aid on the donation, generating additional revenue for the club.

Example:
A volunteer drives to multiple locations throughout the month for home and away games, and training. Over the course of the month, this volunteer accumulates 200 miles of travel for the club.
The club reimburses the volunteer for their mileage at the rate of 45p per mile. (If the volunteer is carrying a passenger (such as another volunteer), they can claim an extra 5p per mile.)
Assume the volunteer is travelling alone, they are reimbursed £90 for their 200-mile journey.
Once reimbursed, the volunteer chooses to send the same amount back to the club as a donation.
The club can then claim Gift Aid on the £90 reimbursement, generating an additional £22.50 in funding for the club.

How It Works - Players
Senior players can claim travel expenses for away fixtures only (unless they act as a volunteer in which case the volunteer rules apply).
Once the claim has been made, the club reimburses the volunteer. The volunteer sends the same amount back to the club as a donation.
The club can then claim Gift Aid on the donation, generating additional revenue for the club.

Example:
A player drives to 2 away games during the month. The total mileage is 200 miles.
The club reimburses the player for their mileage at 45p per mile. (If the player is carrying a passenger (such as another player), they can claim an extra 5p per mile.)
Assume the player is travelling alone, they are reimbursed £90 for their 200-mile journey.
Once reimbursed, the player chooses to send the same amount back to the club as a donation.
The club then claims Gift Aid on the £90 reimbursement, generating an additional £22.50 in funding for the club.

Legitimacy
This is a government-endorsed process for CASCs, though not all local sports bodies are aware of it. We’ve done our due diligence and are happy to answer any questions. We have a Gift Aid consultant on hand to answer any queries.

Tax Implications
There are NO tax implications, as long as you are a UK taxpayer. It’s similar to sponsoring someone for a charity event. Higher-rate taxpayers may be able to claim back donations through self-assessment.

Time Commitment
We understand how busy you are, so we’ve made this process simple.

Download and complete a mileage claim and Gift Aid Declaration forms.
Upload the completed forms.
Once reimbursed by the club, send the same amount back to the club as a donation.

For the backdated claim, this should take you no longer than 15 minutes and it will provide significant income for the club.
For ongoing claims, this should take you no longer than 5 minutes every 3 months.

Backdated Claims
We can backdate claims for up to 4 years, which could generate a significant initial income for the club.
CLICK HERE to complete the backdated claim as a volunteer or senior player.

Deadline for volunteer form submissions is [INSERT DATE].

Voluntary Participation
It’s important to note that giving back the reimbursement to the club is entirely voluntary.

The club cannot force any volunteer or player to donate their reimbursement. While this policy is designed to benefit the club by generating Gift Aid, if volunteers or players choose to keep the reimbursement, the policy will not be effective and the club will not benefit from any additional funding.

We encourage everyone to participate but understand that the decision is yours. However, for the club to benefit from this initiative, volunteers and players must choose to donate their reimbursements back.

Thank you for your support!

Pitchero AFC

Mileage Claim Form

Backdated Mileage Claim Form

Club Expenses Policy