Finance & Accounts Payable
Payment schedules, expense policies, mileage rates, and everything you need to know about how we handle accounts at Phytoventures.
Payment Schedule
Accounts are processed once a month, on the third Friday of every month. This is the only scheduled payment run for that calendar month.
After the third Friday, there are no further payment runs until the following month. No exceptions.
All invoices, expense claims, and payment requests must be submitted and approved ahead of the third Friday to be included in that month's run. Anything received or approved after the cut-off rolls into the next cycle.
We recommend submitting at least five working days before the third Friday to allow time for review.
Submitting Invoices
Email your invoice directly to [email protected]. Include:
- A PDF of the invoice
- Your bank details (sort code, account number, account name)
- The relevant purchase order or project reference, if applicable
The finance team reviews all invoices against approved purchase orders and contracts. Approved invoices are queued for the next payment run. Payments are made via bank transfer, and you'll receive confirmation once sent.
Missed the cut-off? Your invoice will automatically roll into the next month's payment cycle. There are no additional runs within the same month.
Volunteer Expenses
If you've incurred reasonable out-of-pocket expenses while carrying out work for Phytoventures, CannCare, CannConnect, or CannAccess, you can submit a claim for reimbursement.
Submit all expense claims to [email protected] with "Volunteer Expense" in the subject line. Attach receipts.
All claims must include receipts or proof of purchase. Claims without evidence cannot be processed. Expenses must be directly related to volunteer work and approved by your team lead.
What You Can Claim
Travel — Public Transport
Bus, train, tram, and coach fares for journeys directly related to volunteer duties. Book standard class. Claims must include tickets, booking confirmations, or e-receipts. Oyster/contactless journeys should include a printed statement.
Travel — Mileage
If you use your own vehicle, claim mileage at the HMRC-approved rate of 45p per mile (first 10,000 miles). Include the date, start/end locations, total miles, and purpose of the journey. Fuel receipts are not required for mileage claims.
Travel — Parking & Tolls
Reasonable parking charges and road tolls incurred during volunteer journeys. Keep parking tickets or payment confirmations. Airport parking, congestion charges, and fines are not covered.
Accommodation
Overnight stays required for events, meetings, or travel that can't be completed in a day. Must be pre-approved by your team lead.
We have business accounts with Premier Inn for all hotel bookings. You must use the business Travelodge/Premier Inn business account card to book — do not use your own bank details. Personal bookings will not be reimbursed.
Please book using the business account. For account card details and booking assistance, contact [email protected].
Meals & Subsistence
Reasonable meal costs when away from home on volunteer duties. Up to £25 per day for breakfast, lunch, and evening meals. Alcohol is not claimable. Keep all itemised receipts.
Event Supplies & Materials
Supplies purchased for CannConnect events, CannCare outreach, or approved projects — printing, stationery, signage, materials. Must be pre-approved or covered by an existing purchase order.
Phone & Internet
Personal phone credit or data used for volunteer calls, messages, or hotspot use during events. Provide an itemised bill showing the relevant charges. Broadband top-ups for remote work are not covered unless pre-agreed.
Postage & Shipping
Sending letters, parcels, or materials related to volunteer work via Royal Mail, courier, or tracked delivery. Keep proof of postage. Bulk shipments should be arranged through the team for better rates.
Mileage Rates
We reimburse mileage at the current HMRC-approved rates:
| Vehicle | Rate | Notes |
|---|---|---|
| Car / Van | 45p/mile | First 10,000 miles per tax year |
| Car / Van | 25p/mile | After 10,000 miles per tax year |
| Motorcycle | 24p/mile | All miles |
| Bicycle | 20p/mile | All miles |
Include the date, start and end locations, total miles, and purpose of the journey with every mileage claim. Fuel receipts are not required.
Expense Policy
Receipts are mandatory. No receipt, no reimbursement. Photos are fine as long as they're legible and show the date, vendor, and amount.
Pre-approval for costs over £50. Anything above £50 needs team lead approval before you spend it. Accommodation and bulk purchases always need pre-approval regardless of amount.
Submit within 30 days. Expense claims should be submitted within 30 days of the expense being incurred. Late claims may be rejected at the finance team's discretion.
Be reasonable. We trust our volunteers to spend sensibly. If you wouldn't be comfortable explaining the expense to the team, it probably isn't claimable.
Phytoventures reserves the right to reject any claim that doesn't meet the above criteria or falls outside the scope of volunteer duties.
What We Don't Cover
- Alcohol of any kind, regardless of setting
- Fines, penalties, or parking tickets
- Personal clothing or grooming
- Commuting to your usual volunteer location
- Gifts or entertainment not tied to an approved event
- First-class or business-class travel
- Equipment purchases without prior written approval
- Expenses older than 30 days at time of claim
Not sure if something's claimable? Ask your team lead before spending. It's always easier to approve in advance than sort it out after.
Questions? Contact [email protected] or [email protected]