REIMBURSEMENT

NCSF policy on reimbursement: Per the IRS NCSF can only pay expenses for which receipts exist. Please see below for the specific requirements of NCSF.

Unless specifically discussed, reimbursements must be requested within 30-days of the completion of an event.

Gas: NCSF can only reimburse gas without a receipt at $0.14 a mile. You may submit for this without a receipt. If you would like to submit only for that, you may calculate the mileage and multiply it by $.14 for your total. However, in today's economy, this does not do much more than mitigate costs, and we feel what is allowed by the IRS is not enough, so we can directly pay gas receipts that include a date. You may also take a dated photo of the pump and so long as it falls within the dates of the event (+/- 1 for travel).

Food: NCSF can pay for your meals with receipts providing they do not exceed the Per diem rates | GSA Meals and incidental expenses (M&IE) rates and breakdown based on the city you are in. If your receipts exceed the GSA calculator, but you have a reasonable explanation, please include your explanation. Some reasonable explanations may include- More than one (1) volunteer meal is on that particular receipt, or because of an event schedule you had to get a meal at a pricey hotel restaurant. Even with a reasonable explanation, we must have a receipt. Please remember NCSF does not buy other people's meals or 'treat' people.

"Incidentals" refers to something where it is not possible to get a receipt. Tips and fees for porters, baggage carriers, hotel staff, and ship staff. An occasional minor expense is reasonable following the Per diem rates | GSA.

Expenses: NCSF expects you to keep receipts and submit them for things you may need to work your event. Candy for the table, office supplies etc. Please provide itemized receipts. Your travel for the NCSF should be as cost neutral as possible.

Event and Donation Report