Treasurers should make clear to other officers the system for reimbursing expenses. All invoices should be in the name of the organization and payable only after approval is indicated on the invoice by the authorizing officer. The treasurer should also make clear to all officers the amount of discretionary money that is available for them to spend on a particular project.
The executive committee of officers generally determines the guidelines concerning the expenses of volunteers. The AASC offers the following suggestions:
- Develop a routine system for reimbursing volunteers.
- Include receipts for all reimbursement requests, accompanied by an explanation of how/when the expense was incurred
The following constitute acceptable reimbursable expenses:
- Travel expenses: airfare, train, bus, automobile mileage, cab fare, parking fees, tolls, shuttles, public transportation, car rental
- Accommodations: hotel, motel, bed and breakfast
- Meals: reimbursed with receipt. Establish guidelines based on a set meal allowance (e.g., $5.00 for breakfast or $25.00 per 24-hour period)
- Tips: baggage handling, room service, waitperson
- Organization business: telephone calls, postage, copying, faxing
- All previously authorized expenses: supplies, stationery, envelopes, etc.
Expenses that are generally not reimbursable include (but are not limited to):
- Parking tickets or speeding fines
- Personal services such as dry cleaning, manicures, shoe shining
- Alcoholic beverages
- Personal gifts
- Child care while on organization business. (This is an expense that an organization may decide to develop a policy on for reimbursing volunteers.)