VOLUNTEER REIMBURSEMENT POLICY
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1 VOLUNTEER REIMBURSEMENT POLICY Introduction: Golf Tasmania relies on support and unpaid work of Volunteers for the purposes of governing the sport, running and officiating events, conducting workshops and selecting representative teams and officials. Volunteers will normally only be required to attend events held within their own area or region to carry out their responsibilities. However, in extenuating circumstances were a particular qualification/skill is unavailable or where a quantity of volunteers are not available, with the approval of the General Manager volunteers may be requested to travel and assist with events to another region. Volunteers may on occasion be required to pay out of their own pockets reasonable expenses consequent of their engagement. Under certain circumstances, as outlined in this policy, these may be reimbursed by Golf Tasmania. All volunteers shall be treated with respect and gratitude for their contribution. All volunteers shall act in such a manner as deemed by the Board to be in the best interest of the game of golf. Volunteers shall carry out duties assigned by the management of Golf Tasmania. All volunteers shall, as far as possible, shall comply with the Golf Tasmania (and/or Golf Ausstralia) prescribed Code of Conduct policy. be protected from harm be relieved of liability for acts performed in the discharge of their volunteer functions where they are threatened with or subject to legal proceedings arising out of advice given or acts or omissions in good faith in the performance of their duties. Purpose This policy is intended to ensure that volunteers that take on significant representative roles and responsibilities for Golf Tasmania have work that is safe, fulfilling, and appreciated. Golf Tasmania recognizes the following volunteer roles to which it will make reimbursement of expenditure for attendance at regular meetings, special meetings and eventswhile undertaking the responsibilities of these roles on behalf of Golf Tasmania: Board Members Tournament Rules and Ratings Committee State Team Team Managers Chaperones Other Such people engaged by Golf Tasmania to voluntarily undertake a specified role will be advised they are covered under this policy on appointment. NB: Staff including State Coaches, Regional Coaches and Development Officers are covered under their employment conditions. No group or individual is eligible for expense reimbursement without prior approval.
2 REIMBURSEMENT OF VOLUNTEERS Golf Tasmania will reimburse its volunteers for expenses incurred by them on behalf of Golf Tasmania or in the course of Golf Tasmania business so long as such expenses are: (1) Reasonable and (2) Authorised in advance. Reimbursement of reasonable but unauthorized expenses may be made on an ex gratia basis at the discretion of the General Manager in exceptional circumstances only. Volunteers incurring authorised expenditure must, wherever possible, receive, retain and produce receipts, invoices, vouchers, tickets, or other evidence of such expenditure. Signed: Position: Chairperson GolfTasmania Effective Date:
3 GOLF TASMANIA Reimbursement of Volunteer Expenditure Procedure RESPONSIBILITIES It is the responsibility of Management to ensure that: Volunteers are aware of this policy; Any breaches of this policy coming to the attention of management are dealt with appropriately. It is the responsibility of all volunteers to ensure that their applications for reimbursement conform to this policy. PROCEDURES Prohibited reimbursements Golf Tasmania will not reimburse Volunteers for Unauthorized expenses Expenses normally recoverable from a third party Expenses that are not incurred for golf related business purposes Late payment interest on credit cards Parking, traffic, or other fines and penalties Travel expenses Volunteers will be reimbursed for the most direct and economical mode of travel available, considering all of the circumstances. Volunteers will not be reimbursed for additional costs incurred by taking indirect routes or making stopovers for personal reasons. A volunteer will be offered a hire car where the cost including fuel will be less than a flat rate determined by the Board. A volunteer may accept a payment equivalent or less to the cost of a hire car plus fuel and use their own vehicle. A volunteer may be paid 48c per km for use of their own vehicle where the GM determines a hire car is impractical or uneconomic, ie hire of several days duration where a volunteer works at a tournament out of area, where few km are driven. Trip cancellation insurance is eligible for reimbursement. Accommodation expenses Meals Volunteers will be reimbursed for moderate accommodation expenses, considering all of the circumstances. Volunteers will not be reimbursed for items of a personal nature charged to a hotel account. When accommodation is provided by a volunteer s friend or relative, to whom the employee or volunteer gives money or a gift as compensation or as a sign of appreciation, the volunteer may claim an overnight accommodation expense in accordance with per diem rates,as shall be determined by the organisation from time to time. Volunteers will be reimbursed for reasonable and appropriate meal expenses actually incurred while on Golf Tasmania business. Advance payments may be authorised where appropriate. Such payments will be subtracted from the amount of any later reimbursements.if expenditure is, for whatever reason, not incurred then any advance payments made, or any unspent portion of such payments, must be returned. Fixed per diem payments may be authorised where appropriate.
4 Except where per diem payments have been authorised, staff and volunteers incurring authorised expenditure must, wherever possible, receive and retain receipts, invoices, vouchers, tickets, or other evidence of such expenditure. Volunteers incurring authorised expenditure must submit requests for reimbursement to the Golf Tasmania Office on the standard form. The completed form must be signed by the applicant. Except where per diem payments have been authorised, volunteers incurring authorised expenditure must present all relevant original receipts, invoices, vouchers, tickets, or other evidence of such expenditure when seeking reimbursement. Where such evidence is for any reason lacking, statutory declarations may be sought. Managers are responsible for determining if the expenses being claimed are reasonable given the circumstances, and for ensuring they are charged against the appropriate account, and that any requirements under the Fringe Benefits Tax legislation have been met. Claims that have not been properly prepared, authorised, or supported by adequate documentation will be returned to the claimant and the reasons will be given for not processing the claim. Signed: Position: Chairperson GolfTasmania Date:
5 Schedule of Reimbursement Rates 2013/2014 Use of Own Motor Vehicle Golf Tasmania will provide volunteer personnel Re-imbursement use of own vehicle onaper/km basis where travel outside of a volunteers own area is requested. Reimbursement will be at a rate as determined by the Board. Travel where possible must be on a shared vehicle basis. Current rate: $0.48 per km Accommodation Accommodation when required. Accommodation will normally be on a twin share basis, unless for a period exceeding 2 nights, On such occasions where possible accommodations will be provided on a basis where each person will be provided a separate bed room. Golf Tasmania will arrange and pay direct for all travel unless in extenuating circumstances and by prior agreement of Management Meals Golf Tasmania will make provision for meals for volunteer staff when travelling preferably by arranged catering or where necessary by direct supply and reimbursement or by provision of a daily allowance. As a guide, volunteer staff making a day trip will normally be provided lunch, reimbursed to approximately $12.00 Where overnight travel is required the daily allowance/limit shall be $35.00 per day (excluding breakfast as it is generally included in accommodation) or $45 including Breakfast.
6 GOLF TASMANIA INC. REIMBURSEMENT OF EXPENDITURE FORM (INCLUDING KLM S REIMBURSEMENT) Date Reason/Activity/Tournament Amount $ Tax Invoice Attached (Y/N) Total: $ Signature Dated Received if cash
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Accountable Reimbursement Policy and Procedures Effective: 11/1/2015 Purpose: In accordance with IRS regulations 1.162-17 and 1.274-5T(f), Ridgedale Baptist Church has established an accountable reimbursement
Business Expenses Reasonable expenses incurred by staff in the course of performing their duties.
1.0 Purpose This policy governs expense reimbursement for travel and incurring expenses for other business related activities beyond that of the normal office environment. Expenses incurred will be reimbursed
Travel and Expense Reimbursement Policy
Travel and Expense Reimbursement Policy Purpose The Board of Directors of the North American Maritime Ministry Association (NAMMA) recognizes that board members, officers, and employees ( Personnel ) of