Volunteer Expense Reimbursement Policy Example – Volunteer and Charity Policies

Volunteer Expense Reimbursement Policy Sample

In this article, we’ll look at the key elements that make up an example Volunteer Expense Reimbursement Policy. We’ve included some starter/boilerplate information to help you get started writing this policy for your company. If you’re looking for help in setting up your policies & procedures or employee manual/handbook, our team can assist.

Volunteer Expense Reimbursement Policy Template

The following are the main elements that should be included in your Volunteer Expense Reimbursement Policy:

1. Title Page

• Policy Title: Volunteer Expense Reimbursement Policy
• Company Name: The name of the organization implementing the policy.
• Policy Number (if applicable): For easy reference within the company’s policy structure.
• Version Control: Date of creation, last review, and version number.
• Effective Date: The date the policy becomes operational.
• Approval Authority: Name and title of the individual who approved the policy.

2. Purpose/Objective

• A brief statement explaining why the Volunteer Expense Reimbursement Policy exists. This section outlines the policy’s purpose in relation to the company’s goals, regulatory requirements, or ethical standards.
• Describe what problem or issue the policy addresses.
• Example Purpose/Objective:

The purpose of this policy is to ensure employees are reimbursed for reasonable expenses they incur during company-sponsored volunteer activities. It aims to support and encourage employee participation in charitable efforts by alleviating financial burdens associated with volunteering. By covering costs such as transportation, meals, and necessary materials, the policy fosters a culture of community involvement and social responsibility within the company. This initiative not only benefits the community but also enhances employee engagement and satisfaction by recognizing and supporting their contributions to volunteer work

3. Scope

• A description of who the Volunteer Expense Reimbursement Policy applies to (e.g., employees, contractors, vendors).
• Specify any exceptions to the policy.
• Explain departments or roles affected, if necessary.
• Example Scope:

This policy applies to employees who incur reasonable expenses during company-sponsored volunteer activities. It ensures that employees are reimbursed for costs such as travel, meals, and materials directly related to their participation. The policy covers only those activities officially recognized and approved by the company. Employees must submit detailed receipts and follow the specified procedure for reimbursement. The policy aims to encourage volunteerism by alleviating financial burdens, thereby supporting the company’s commitment to community engagement and charitable efforts

4. Definitions

• Clarify any key terms or jargon used within the Volunteer Expense Reimbursement Policy to ensure understanding.
• Avoid assumptions about familiarity with industry-specific terminology.
• Example Definitions:

The Volunteer Expense Reimbursement Policy covers the reimbursement of reasonable expenses for employees engaged in company-sponsored volunteer activities. It falls under the category of Volunteer and Charity Policies. This policy ensures that employees are not financially burdened while contributing to volunteer efforts endorsed by the company. Eligible expenses typically include travel, meals, and materials necessary for the volunteer activity. Employees must submit appropriate documentation and adhere to any specified guidelines to qualify for reimbursement. The policy aims to encourage participation in charitable activities by alleviating financial concerns

5. Policy Statement

• A detailed outline of the Volunteer Expense Reimbursement Policy itself, including all rules, expectations, and standards.
• It should be direct and clear so that it leaves no ambiguity about the company’s position or requirements.

6. Procedures

• Step-by-step instructions on how to implement or comply with the Volunteer Expense Reimbursement Policy.
• Include any forms, tools, or systems that employees must use.
• Describe the responsibilities of different roles in ensuring adherence to the policy.
• Example Procedures:

Employees must submit a reimbursement request within 30 days of incurring expenses during company-sponsored volunteer activities. Eligible expenses include transportation, meals, and necessary supplies, provided they are reasonable and properly documented with receipts. Requests should be submitted through the company’s expense management system and must include a description of the volunteer activity, dates, and itemized receipts. Approval from a supervisor or designated company representative is required before reimbursement is processed. The company reserves the right to deny reimbursement for expenses deemed excessive or unrelated to the volunteer activity

7. Roles and Responsibilities

• List the roles responsible for enforcing or overseeing the Volunteer Expense Reimbursement Policy (e.g., managers, HR).
• Define who is accountable for reporting, monitoring, and updating the policy as needed.
• Example Roles and Responsibilities:

Employees must submit receipts for reasonable expenses incurred during company-sponsored volunteer activities to qualify for reimbursement. Managers are responsible for approving these expenses, ensuring they align with company guidelines. The finance department processes reimbursements promptly once approved. Employees should adhere to the policy by submitting claims within the specified timeframe and using the designated forms. Managers must communicate any policy updates to their teams. The HR department oversees policy compliance and addresses any disputes or concerns

8. Compliance and Disciplinary Measures

• Outline how compliance will be monitored or enforced.
• Describe any consequences or disciplinary actions for failing to follow the policy, including the escalation process.

9. References and Related Documents

• Include links or references to any laws, regulations, or company guidelines that support the Volunteer Expense Reimbursement Policy.
• Reference related company policies that connect or overlap with the document.

10. Review and Revision History

• State the review cycle (e.g., annually, biannually) and who is responsible for reviewing the Volunteer Expense Reimbursement Policy.
• A history section that lists all revisions made to the document, including dates and reasons for changes.

11. Approval Signatures

• Signature lines for key decision-makers who have authorized the policy (CEO, department head, HR manager).

12. Appendices or Attachments (if needed)

• Additional information, FAQs, or case examples to provide more context or clarify how the Volunteer Expense Reimbursement Policy applies in specific situations.
• Any relevant forms or templates employees need to complete.