Computerbank Reimbursement Policy for Volunteers, Staff and Members

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Date Created: November 2000.
Date Revised: December 2004.
Author: Kylie Davies

Consistent with good practice in not-for-profit volunteer-based organisations Computerbank Victoria has developed its own guidelines for the reimbursement of volunteers for out-of-pocket expenses.

Computerbank Victoria will reimburse all volunteers for approved out-of-pocket expenses incurred while undertaking activities for the organisation.

Computerbank Victoria will reimburse volunteers for approved items and approved costs. If you are unsure about what is and isn't covered, please ask our Treasurer or Coordinator for clarification.

Except in the special case of travel costs, volunteers and members must provide receipts for items being claimed. The receipts are required as they are necessary for record keeping purposes and they provide a method for verification of expenditure.

General item claims

These are expenditures that the organisation has explicitly asked someone to purchase. For example: Authorisation to purchase 10 bottles of wine for a fundraising event.

Where an individual has purchased something without the prior authorisation of CAI-Vic committee members, their request for reimbursement can be denied.

General Item claims must be made within one month of making the purchase.

Travel costs claims

Computerbank Victoria will reimburse volunteers and members for travel costs incurred while undertaking activities on behalf of the organisation.

Travel from home to Computerbank and from Computerbank to home again is not considered to be part of Computerbank activities and can not be claimed as a travel expense.

In most cases of donation pick ups, deliveries and user support, travel distance will be calculated using Computerbank Victoria premises as the departure and return point. The discretion of the executive will be used to determine any exceptional circumstances for travel claims.

Claimants are required to calculate the approximate distance travelled with a Melways street directory to work out their claims. Claimants will be required to support their claims with map reference numbers so that in the event of a dispute our treasurer can go over the calculations. Claims must be worked out using the formula:

$current rate x kilometres travelled.

Claims for travel can be made in bulk, that is, if you have a $5 petrol claim -and anticipate that you will incur additional travel expenses then you should document claims until the amount of $20 is reached. Claims for travel costs should be made upon reaching the $20. Smaller one-off claims should be made within one month of incurring the expense.

Volunteers will not be reimbursed for public transport or taxi fair costs unless otherwise approved.

Authorisation of expenses and making subsequent claims

All volunteers, members and staff must receive authorisation before they incur any expense on behalf of Computerbank Victoria. Authorisation must come from at least one committee member, although finally submission of the claim requires two committee member signatures.

Claims must be made on the forms provided; these can be obtained from our offices and from CAI-Vic committee members. Claims must include all applicable details and attachments as requested on the claim form. All claims must be signed and dated by the claimant.

Claims over $20 will be reimbursed by cheque and claims under this amount will be reimbursed in cash. Claims will be honoured within one week of receiving them.

Current rate for transport reimbursement
The current rate as at 22 July 2002 per km = 20 cents, and is under review as at December 16th 2004.