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Hi Liz,

I don't have a formal policy that I can send you, but I have two common options to share.

As volunteers, any mileage, etc., they can deduct those expenditures on their taxes as a charitable contribution.

If volunteers are looking for reimbursement and the organization is willing to pay, I would follow either the published state or federal guidelines for mileage reimbursement, per diems for meals, etc. This way is fair and takes the burden off of the organization of having to figure everything out. In addition, the organization has a pretty straightforward way to calculate an estimate before the travel, which could be a determining factor in whether a volunteer goes somewhere. I would certainly include that the travel is pre-approved to keep volunteers from traveling on their own accord and expecting reimbursement for something the organization did not authorize. You could also create a pre-authorization form that captures the estimate of expenses and gives the volunteer the authority to travel on behalf of the organization.

You should definitely consult with your attorney on what your legal exposure is with both scenarios.

I hope that helps. Please let me know if you have any questions!

Martha Dixon Akins

Senior Director, Facilities

Martha.Akins@Vizcaya.org

305-860-8426

VIZCAYA MUSEUM AND GARDENS 
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