Fellows* of ServiceCorps may be required to travel or incur other expenses from time to time to conduct Company business and to further the mission of ServiceCorps. The purpose of this Policy is to ensure that (a) adequate cost controls are in place, (b) travel and other expenditures are appropriate, and (c) to provide a uniform and consistent approach for the timely reimbursement of authorized expenses incurred by Fellows. It is the policy of ServiceCorps to reimburse only reasonable and necessary expenses actually incurred by Fellows.
*Our reimbursement policies apply to all board members, officers, employees, as well as Fellows (“Personnel”).
When incurring business expenses, ServiceCorps expects Fellows to:
- Exercise discretion and good business judgment with respect to those expenses.
- Be cost conscious and spend ServiceCorps’ money as carefully and judiciously as the individual would spend his or her own funds.
- Report expenses, supported by required documentation, as they were actually spent.
3. Mode Of Transportation.
When incurring transportation expenses, ServiceCorps expects Fellows to:
- Travel to ServiceCorps Training events by bus (i.e. Greyhound, etc.) or private means (i.e. your car, other Fellows car)
- If you are to travel by train, you must ask for permission first. As you know, Amtrak trains tend to be very expensive compared to other modes of transportation. Reimbursements will only be granted with prior permission approved.
4. Reimbursable Expenditures.
For expenses related to all Official ServiceCorps training and/or social activities, we cover the following:
- Travel to/from Service Placement city to Official ServiceCorps training
- Travel during Official ServiceCorps training (i.e. local transportation, meals, etc.)
5. Non-Reimbursable Expenditures.
For expenses related to all Unofficial ServiceCorps activities, Fellows are responsible for all costs incurred. Expenses not-covered include:
- Travel to/from Placement City prior/post ServiceCorps
- Travel during Official ServiceCorps training that is unrelated to the program
- Meals not explicitly covered during Official ServiceCorps training and/or social activities
- Unofficial social activities/trips/events
6. Expense Report.
Expenses will not be reimbursed unless the individual requesting reimbursement submits a written Expense Report. The Expense Report, which shall be submitted at least monthly or within two weeks of the completion of travel if travel expense reimbursement is requested, must include:
- The individual’s name.
- If reimbursement for travel is requested, the date, origin, destination and purpose of the trip, including a description of each Company-related activity during the trip.
- The name and affiliation of all people for whom expenses are claimed (i.e., people on whom money is spent in order to conduct ServiceCorps’ business).
- An itemized list of all expenses for which reimbursement is requested.
Click here for the expense report excel sheet that each Fellows is required to fill out in order to receive their reimbursement. After you complete this, please send the expense sheet to Ben at firstname.lastname@example.org in order for the reimbursement to start processing.
Receipts are required for all expenditures related to reimbursements. No expense will be reimbursed to Fellows unless the individual requesting reimbursement submits with the Expense Report written receipts from each vendor (not a credit card receipt or statement) showing the vendor’s name, a description of the services provided (if not otherwise obvious), the date, and the total expenses, including tips (if applicable). If no receipt is available, an electronic copy will suffice as an expense statement.
8. Personal Cars.
Fellows are compensated for use of their personal cars when used for Company business. When individuals use their personal car for such travel, including travel to and from the airport, mileage will be allowed at the currently approved IRS rate per mile.
For all Fellows in 2016, we will reimburse expenses related to driving at a rate of 28 cents per mile. This rate is double the standard 14 cents per mile driven in service of charitable organizations (Click here for the 2016 IRS Standard Rate).
In the case of individuals using their personal cars to take a trip that would normally be made by air, e.g., Atlanta to NYC, mileage will be allowed at the currently approved rate; however, the total mileage reimbursement will not exceed the sum of the lowest available round trip coach airfare.