Volunteer expenses policy template

Page last edited Nov 03, See also HR and employment law Time off for public duties Stress Social media policy guidelines Sickness absence policy guidelines Shared parental leave. UK Civil Society Almanac. How Charities Work. You must tell the volunteers and people associated with your company why you intend to pay the travel and work expenses for them.

Do not merge the expense policy of food , travel, and accommodation into one. Break it up into separate sections and under them list the different types of conveyance, room and hotel rent, etc with the cost that the organization shall bear.

Attach the report with the policy and let the volunteer read the policy first. To ensure full compliance from your employees, an employment reimbursement policy should contain the following elements:.

Depending on the nature of an organization or company, an employer may prefer a particular type of expenses to be part of its reimbursement policy. As an employer, you need to layout clear guidelines on how reimbursements should be requested. First, you need to instruct your employees to track their expenses by keeping every receipt of purchase.

While paper receipts may sometimes look bulky or tedious to handle, there is digital software that can make the process even much simpler. Also, you need to set a deadline for filing the expense reports. Once the expense reports have been presented to the financial team, they should be processed within the next 30 days. Lastly, the employer will decide whether to reimburse the employee out of pocket, direct bank deposit, or any other convenient payment method s.

NB, Transaction receipts are very critical in this process as it shows proof of a given transaction, thereby preventing any related frauds. Therefore, always ensure your employees provide receipts anytime they present an expense report or reimbursement request. Therefore, should the employee incur any expenses on them, the employer will not be held responsible. Creating an Expense Reimbursement Policy can sometimes be confusing, especially for those doing it for the first time.

If you want to do it effectively, proper documentation should be your utmost concern. The following are some of the ways the employer can imply the reimbursement policy:. As an employer, the first thing you need to ensure is to make your reimbursement policy clear and straightforward.

Make good use of simple and easily understandable language to make everyone understand the guidelines. When introducing the reimbursement policy to your team, the chances are that not everyone will fully comprehend its demands.

While some will quickly get along, some are more likely to have challenges. Therefore, you need to first test the policy on a small representative sample before rolling it out to the entire workplace. With such information, you can then simplify, adjust or explain areas with little comprehension. Once the employees have understood all the nitty-gritty of the new policy, you now need to make it easily available.

Fortunately, the internet and intranet have made it possible to share information freely and extensively. This list is by no means exhaustive.

Employees should always get approval for reimbursement from their supervisors before incurring a work expense. If an employer deems your expense claim to be non-qualifying i. It does not qualify according to the company's reimbursement policy then the reimbursement can be withheld. However, several states have mandatory expense reimbursement laws that may force an employer to release the reimbursement.