Policy C12 - Reimbursement of Out-of-Pocket Expenses

Purpose

To ensure fair, equitable, and timely reimbursement of authorized expenses incurred by volunteers while allowing Ski for Light to maintain appropriate records. SFL must keep records to document that its funds were used only for its stated tax-exempt, non-profit purpose.

Policy

Ski for Light will reimburse volunteers for those out-of-pocket expenses that are directly attributable to a committee assignment or Board function such as travel, postage, and supplies.

Ski for Light will not reimburse for expenses associated with activities that would be normally performed by the volunteer such as travel to and from the event.

Ski for Light will reimburse for other travel done at the request of SFL, such as to a required planning meeting.

Reimbursement requests will be submitted to the Treasurer with a completed signed reimbursement form and appropriate receipts. Receipts shall mean for these purposes actual detailed receipts or invoice for expenditures, not a bank or credit card statement. Electronic delivery of receipts to the Treasurer is acceptable and preferred.

For airfare, a proper receipt shows the name of the traveler, the itinerary, and the cost. The confirmation email sent to the traveler almost always contains that information and can be forwarded to the treasurer via email or printed and sent via U.S. mail.

If a traveler is making multiple stops on a trip, one of which is for SFL, they should search for a flight from their home to the SFL destination on the appropriate days and save a copy of the pricing details. SFL will reimburse the home to SFL cost or the actual ticket, whichever is lower.

A properly itemized hotel receipt shows the name of the hotel, the occupant, the dates, and the room rate.

If a volunteer wants to donate their reimbursement to SFL and does not receive a payment, they can check the appropriate box on their reimbursement form to donate the amount. It will be processed as a cash contribution to SFL.

Checks for reimbursements to the treasurer or a family member of the treasurer must be approved and signed by the SFL President or their designee with signature authority for the bank account. The treasurer will send the check and copies of supporting documents to the approving official for review and signature.

Volunteers are asked to request reimbursement promptly.

January 26, 2024