Set Up a Volunteer Mileage Reimbursement Program

A department reimbursement program for volunteer mileage gives rural brigades a consistent way to cover approved travel. It replaces improvised cash payments, disputes and inconsistent claims with a transparent process that volunteers and treasurers can understand.

The scheme should acknowledge that volunteers are not employees, so the wording and tax treatment require care. Reimbursement for an out-of-pocket expense should be presented as cost recovery, not wages or a general travel perk. A written policy also gives the brigade committee authority when a member asks whether a particular trip qualifies.

Australian conditions make this especially important. NSW Country Fire Service volunteers and Queensland rural brigades may cover long distances between stations, fires and training venues; towns such as Orange, Wagga Wagga, Toowoomba and Gympie illustrate how widely work can spread. Crews also encounter road trains, flood closures and gravel shoulders, while regional fuel prices can vary sharply between towns.

A workable program therefore needs defined eligibility, a fair rate, simple documentation and a predictable payment process. Small volunteer-run brigades can manage these elements without a complex system, provided the rules are clear and consistently applied.

Define the purpose and ownership

Start by stating why the program exists and what it covers. The policy should identify approved brigade activities, the people eligible to claim, who authorises expenses and where claims are submitted. This prevents the scheme from becoming an open-ended fund for every journey associated with fire service membership.

Assign the program to a named committee, such as the brigade management committee, and appoint a claims officer or treasurer to manage it. State associations and local government requirements should also be considered. The final policy should state which rules apply if an association policy, workplace agreement or taxation requirement differs from the brigade’s internal procedures.

Set eligible travel and exclusions

List the journeys that qualify for payment. Common examples include travel from a brigade station to a turnout, approved travel between incident locations, attendance at training, station meetings, equipment checks and authorised errands. Emergency travel may need separate treatment because dispatch details are often recorded in the run sheet rather than a claims form.

Decide how mileage is measured. For example, the policy can require the shortest practical route, use odometer readings or permit a mapping application attached to the trip log. Explain whether travel from a volunteer’s home to an incident or directly to station activities is eligible. Personal shopping, routine commuting, accommodation costs and journeys made for private reasons should normally be excluded.

Choose a fair mileage rate

Select one transparent method for calculating reimbursement. The Australian Taxation Office publishes official rates for business car travel, and many brigades use the current rate up to a stated distance threshold before applying a lower rate to additional kilometres. The policy can also use a reasonable allowance approved by the committee, subject to appropriate tax advice.

State the exact rate, its effective date and any daily limit in the policy. Consider whether special conditions such as unavoidable unsealed-road travel require a documented adjustment, and avoid creating a new payment category that cannot be explained to volunteers. Administrators can also consult the mileage guidance when comparing claim forms and approval responsibilities.

Build simple records and controls

Use a one-page trip log or a short digital form for each journey. Ask for the date, origin, destination, purpose, kilometres travelled, rate applied and member signature. A mobile form can support photographs of odometer readings, while a paper log ensures volunteers without reliable mobile coverage can still claim expenses.

Require supporting information only when it is necessary. Receipts may be useful for fuel purchases, tolls or unusual expenses, but routine mileage claims can rely on the trip log. Store records securely, restrict access to authorised volunteers and follow the applicable retention period. The committee should establish a process for correcting incomplete claims without creating duplicate payments.

Create an approval and payment process

Route every claim through a predictable sequence. The member submits the record, the captain or station commander confirms that the activity was authorised, and the treasurer checks the distance, rate and supporting evidence. A deputy should be named for leave periods so claims do not stall when the usual approver is unavailable.

Set a regular payment date and publish it in advance. Payments should be traceable to individual claims and made through the brigade’s bank or approved fuel-card system where possible. Keep a payment register showing the claim date, approval, amount and payment reference. Any departure from the standard rate should be recorded with the reason and the committee member who approved it.

Explain the scheme to volunteers

Publish the policy in plain English and make it available through the brigade’s usual channels. A one-page summary should cover eligible trips, excluded travel, the rate, required evidence, approval stages and payment dates. Discuss it at station meetings and include it in new-member induction so volunteers understand the process before their first claim.

Use a worked example showing how kilometres are entered and the reimbursement calculated. Explain that the payment covers an approved cost and does not change a volunteer’s status or create an automatic entitlement to every trip. Give members a clear route for seeking clarification about unusual journeys rather than requiring them to decide on their own whether a claim will be accepted.

Launch, measure and sustain the scheme

Begin with a short pilot, such as a 60-day trial, after the committee approves the draft policy. Provide the forms, train claims approvers and tell volunteers when submissions open. Track the number of claims, processing time, common questions, disputed journeys and total expenditure. Those figures will show where the wording needs adjustment before the scheme becomes permanent.

Review the program against the budget and at least once each year. Check whether the mileage rate, eligible journeys, approval responsibilities and payment timetable remain appropriate, and retain a dated copy of every revision. Approve the first draft at the next brigade meeting, appoint a claims owner and publish the launch date so every volunteer knows how to claim.