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Volunteer Claim Forms

The Chartered Institution of Building Services Engineers benefits considerably from the substantial time and expense freely absorbed by members and their employers in support of the Institution's charitable objectives. Many members consider it an honour to serve CIBSE and cushioning expenses is a cost-effective means for industry to support the work of the Institution.

However, the Institution promotes diversity and inclusivity in its volunteering structures, and it is not always possible that employers cover expenses incurred. In these circumstances the Institution will reimburse reasonable expense claims from CIBSE members.

Please complete our online form to submit your expense claim.  Claims must be made within 3 months of the expense being incurred.  You will receive an email confirmation once your form has been submitted.  Your Form will then be reviewed by the relevant manager, approved and payment issued by the CIBSE Finance Team.

Travel and Subsistence Claims

Complete the pre-approval form if your future claim will exceed £250: 
Members are requested to book travel well in advance and travel costs should not exceed the cost of a normal 2nd class rail fare.  If any individual trip or claim is likely to exceed £250, members should complete the pre-approval form below in advance of the travel date. This is to ensure that there are sufficient funds to meet this level of expense. 

Travel and Subsistence Pre-Approval Form

Submit an expense claim
When you are ready to submit an expense claim please make sure you have saved a copy of your receipts on your computer or device as you will be required to upload these as part of the claim form. Full details of the CIBSE expenses criteria and the claim form can be found on the link below:

Travel and Subsistence Claim Form


Interview, Workshop and Phone Surgery Claims

Before submitting online you will need to have the date of interview/workshop and (if applicable) the names of candidates interviewed. Please ensure you complete all sections of the form to ensure your claim is correct.

Submit your claim form using the link below:

Interview and Workshop Claim Form