Volunteer resources
We want to make volunteering as easy as possible. Our resources section includes information on how to book travel and claim expenses, plus relevant policies and courses.
Information and support to help our volunteers do the best job they can
Click Travel
When you are travelling on behalf of your network or committee, we want bookings for travel and accommodation to be quick, easy and cost effective.
If you are needing to book travel and accommodation in your volunteering role, we would like to introduce you to Click Travel, our travel booking system.
Click Travel is a one stop shop for travel and links in with all major travel and booking agencies. You can book your travel and accommodation as you would in any other platform, with the advantage that you will not be out of pocket whilst waiting for a claim to be processed.
Access to Click Travel
For you to be added to our booking system, we would need you to complete a short consent form, so that we can add your name and email address.
Request access to our click travel system.
Getting set up
You will receive an email invitation asking you to create your account. Follow the link the email and create a password for your account. Once you have set your password you will be logged into the platform and ready to book travel.
If you will be booking flights, please make sure the name on your click travel account matches the name on your passport.
Good to know
Click Travel is set according to BPS expense policy. This means all booking results are displayed in a traffic light colour system at the time of booking. Rates out of policy will display in red, rates within policy will display in amber and rates set within a preferred policy will display in green.
How to book
Once you have signed up, you will be sent an invitation to set up your account. Once you have set up your account you can book your travel.
Visit Click Travel to book your journey(s).
Before you travel make sure you know:
- Your travel dates / times
- Which Committee / Network you travel on behalf of
- The meeting / event attending.
- Your BPS contact that will approve your booking.
Booking a hotel
As a normal booking platform, you will be able to:
- Search on location, hotel name or postcode
- Check-in & check out dates
- Include breakfast, to avoid being out of pocket while waiting for your Expense Claim to be processed.
- Pick a flexible rate, if there is a chance of it being cancelled
Once your hotel is chosen and added to your basket, you proceed to checkout. The following will come up to complete:
- Who's travelling – that will be yourself.
- Additional information – it allows you to pick Hotel / Accommodation
- Add an approver – your BPS contact will pop up, or you can start typing the name on the search box
- Request Reason – name of the event / meeting that you are attending on behalf of a network / Committee.
Final click will be "Checkout now".
Once your booking(s) have been approved, you will receive an email with your booking confirmation details.
Booking a train
It will be no different when booking on trainline. You will be able to do your train search based on:
- Going from & Travelling to
- Going via / avoid
- Outbound date & time
- Return date & time
Choose your train and narrow down by type of ticket or operator, seat reservations options will also come up for you to select.
Once you have selected your train you will be able to proceed to checkout. The following will come up to complete:
- Who's travelling – that will be yourself
- Additional information – it allows you to pick Hotel / Accommodation
- Add an approver – your BPS contact will pop up, or you can start typing the name on the search box
- Request Reason – name of the event / meeting that you are attending on behalf of a network / Committee.
Final click will be "Checkout now".
Once your booking(s) has been approved, you will receive an email with your booking confirmation details.
Booking a flight
To book flights you will need to make sure the name on your account is exactly as it is in your passport. This makes sure there is no confusion when your booking gets made with the airline and avoids any potential name change charges.
Very similar to book in flight platform. You will need to choose:
- Going From & Travelling to
- Departure & Return date
- Preferred class – BPS Travel policy will only allow you to choose economy.
- Preferred airline
Your options will come up and you will be able to sort by price and filter by changes, duration of flight and airline.
Once you have selected your train you will be able to proceed to checkout. The following will come up to complete:
- Who's travelling – that will be yourself.
- Additional information – it allows you to pick Hotel / Accommodation
- Add an approver – your BPS contact will pop up, or you can start typing the name on the search box.
- Request Reason – name of the event / meeting that you are attending on behalf of a network / Committee.
Final click will be "Checkout now".
Once your booking(s) has been approved, you will receive an email with your booking confirmation details.
Claim expenses
If you have expenses to claim outside of Click Travel, you will need to claim it within 30 days of when you incurred it by downloading the form below, completing and email it along with receipts to [email protected] .
Please make sure that receipts and expense form are sent in PDF format.
Download our Expense Claim form