S4: Reimbursement
Unless it’s an emergency situation, please communicate with your Coordinator before you incur an expense!
To avoid a delay in your reimbursement, please follow these steps: Use your phone to take a picture of all receipts. Send an email request along with your photos (all in the same email) to the Operations Manager and your Local Coordinator within 10 days of incurring the expense. You’re very welcome to contact the Operations Manager with questions: haley@quakervoluntaryservice.org
Overview
In the body of the email to the Operations Manager, please include: 1) your name, 2) the total amount for which you expect to be reimbursed, 3) a brief explanation of the reason you incurred the expenses in each expense category.
We ask that you provide expense explanations or descriptions if the purpose of the expenditure is not obvious. For example, a restaurant receipt could be for QVS Day food, a check-in, a recruitment trip meal, etc. We need to know WHY you are spending the money so we can correctly code the expense.
If your Coordinator asks you to use a personal vehicle for QVS events such as retreats, recruitment trips, or travel to QVS Days, QVS will reimburse at the federal reimbursement rate of $0.725 per mile. This can be done on Bill.com. You will learn how to navigate the process during orientation, but you are welcome to contact Haley with questions at any time.
Details of the Request
Here’s an example of the type of email we would expect to see for a reimbursement request:
Hi Haley,
Can you please reimburse me for the following expenses? (receipts are attached below)
Therapy Center of Philadelphia Counseling appointments 1/15, 1/21, 1/28: $120
Dinners for recruitment trip at Guilford 1/24 and 1/25: $15.50
Round trip mileage for drive to Guilford for recruitment trip; 138 miles @ $0.725 per mile: $100.05
Total reimbursement request for Liz Nicholson: $235.55