WMCH Volunteer Expenses: Reimbursement Guide

Who and what this covers

These rules apply to Wikimedia CH (WMCH) volunteers for:

business trips (in Switzerland and abroad)
meetings, grants and scholarships (activity report required)
buying equipment or materials

If your request doesn’t fit these categories, check with your WMCH staff contact first.

What counts as expenses?

Expenses are costs you incur while performing activities for WMCH. Always get approval before spending. Keep costs reasonable – unnecessary expenses won’t be reimbursed. You can claim back costs for:

travel
meals
accommodation
other expenses

General reimbursement rules

Always keep and submit original receipts. Flat-rate payments are rare (e.g., for project grants).

Travel rules

Train travel

Travel second class in Switzerland and abroad.
For international trips, discuss first class or sleeper trains with your WMCH contact.

Flights

WMCH discourages flying to reduce environmental impact. Flights are only allowed if:

Travel without flying takes over 8 hours (or flying saves over 5 hours).
Flying is needed for health reasons or to care for dependants.
Flying is substantially cheaper for WMCH.
Your presence is essential (e.g., active role in events).

If approved, fly economy class and book the cheapest, most efficient option.

Car and motorised travel

Use public transport where possible.
Car mileage: reimbursed at CHF 0.70/km (up to 200 km) or CHF 0.20/km (over 200 km).
Taxis: only if absolutely necessary.
Carpooling is encouraged. If the car costs more than the second class train tickets, only the train fare will be reimbursed.
Parking fees: reimbursed if rules are followed.
Scooters/motorbikes: CHF 0.20/km, regardless of distance.

Meals

If you’re travelling for WMCH, you can claim:

breakfast: CHF 15 (leaving before 7:30 am)
lunch: CHF 35
dinner: CHF 40 (arriving home after 7:30 pm)

For meals with third parties:

Get approval first.
Include on your expense claim:
- names and roles of attendees
- venue, date, and purpose
- who authorised the expense

Accommodation

Choose mid-range hotels (max. CHF 125 per night).
If costs are more than CHF 125 get approval before booking.
No personal charges (e.g., private phone calls) on the hotel bill.

Other Expenses

Equipment

Get approval before purchasing.
For items over CHF 200, provide 3 quotes.
Some equipment is available to borrow.

Small expenses

Minor costs (e.g., parking, office supplies) are reimbursed with receipts.
Monthly allowances may be available for long-term remote performers (e.g., phone, supplies). Submit a request with:
- project name/purpose
- description and quantity of items needed

Submitting your claim

Use this Expense Report and submit it to your WMCH staff contact.
Include your IBAN for payment.
Submit within 1 month of the event (or every 3 months for long-term activities).
Scan and email receipts (you don’t need to keep originals after reimbursement).

Application and validity

These expense payment rules are based on the WMCH Staff Expense Regulations, which were approved by the Cantonal Tax Office of Ticino on 11 April 2025.
In effect from 1 January 2026 (replaces all previous versions).

For more information see WMCH Volunteers Expense Regulations.