Tenant expenses

We have an expenses policy in place to ensure that volunteers are not out-of-pocket due to their volunteering roles. The expenses policy is reviewed on an annual basis by the Tenants and Forum Committee.


We can only cover the cost of the cheapest method of transport which for most people will be public transport. If you choose not to use the cheapest method of transport, we will pay the equivalent of the cheapest method available for the journey. This means that if you qualify for a free bus pass and choose not to use it, you will not be able to claim travel expenses.


We will pay bus users the cost of travel on the following basis if you -

  • can have a free bus pass, you will be expected to use it
  • purchase a single, return or day ticket, you will be paid the amount on the ticket
  • purchase a weekly ticket, you will be paid equivalent to a day's journey. The cost is divided by 7


Push bike users can claim 20p per mile. This option is always a choice. Even if it is the cheapest method of transport, we would not make you choose this method.

We assess your needs to travel to and from meetings to meet your personal requirements. A travel plan is completed and, if applicable, we pay the following rates -

Car users and motorcycle users

Car users can claim car mileage at 45p per mile, motorcycle users at 24p per mile. We would only cover the cost of a direct route.

We also cover parking costs, but we must see a car parking receipt. If you claim parking costs, we expect you to use a Hull City Council car park unless agreed beforehand with us, the Tenant Participation Team.

If you travel in a car and bring other people to meetings who do not live within your own household, we pay an extra 5p per passenger per mile if agreed within your travel plan.


If we agree in your personal travel plan that you cannot use any other form of transport to get you to and from meetings, then we will pay for a taxi upon production of a valid receipt.

Out-of-town visits

Occasionally we may ask you to attend out-of-town meetings. If we ask you to do this, we will contact you to discuss the method of transport to be used and we will arrange to order and pay for the method of transport agreed. Allowances for any food or refreshment purchase will be made in line with the tenant expenses policy. If you do claim for -

  • breakfast
  • lunch
  • tea
  • evening meal

receipts must be provided and must not include alcoholic drinks or tips.

Food and drink

We provide you with one drink of tea, coffee or water at most meetings that last between one and 3 hours. If refreshments are not available, we will tell you beforehand. 

If a meeting lasts more than 3 hours, we provide 2 drinks per person. 

We provide a light buffet lunch at meetings which last over 4 hours. You need to tell us if you have any specific dietary requirements.

We provide a light buffet lunch if there are 2 meetings one after the other on the same day. If we are unable to provide a lunch, payment is made for the cost of a lunch up to the amount agreed in the policy. This must be agreed beforehand with us.

Caring or childcare costs 

We pay reasonable costs for childcare or other caring responsibilities to registered carers if agreed with us beforehand. For example, personal assistance. A receipt or letter detailing the rate of care will be needed before any payment is made.

How to claim

To claim for expenses, you must complete a claim form which are available from us. You also need to provide receipts or show an officer your bus ticket, and they will sign your form to say they have seen it.

You can give your claim form to any member of the Tenant Participation Team or post it to the Freepost address provided on the claim form. If you have any difficulty completing or returning your form, contact us on 01482 300 300 or ask for help at the meeting.

You need to give us your claim form no later than one month after the day of the activity for which you are claiming.

How we pay you

We pay expenses directly into your bank account via bank transfer.

Your first claim may take a little longer as we need to set up your details as a new volunteer. 

Please remember that any money you claim may affect your benefits and or tax position and it is your responsibility to notify the relevant organisations. 

We retain all financial records for a period of 5 years in line with GDPR and Data Protection. After this period, all records are securely deleted and removed from our systems.

Contact us

You can contact us using our online form -

Tenant participation general enquiry