Reimbursement for Volunteer Expenses – Reunion Class Volunteers

Reimbursement for Volunteer Expenses ACTIVE

Complete the applicable fields below, upload receipts to this form, and submit this form within 30 days after the date of the event for which the expenses were incurred. Reimbursements will not be provided until after the event date and travel has been completed.
Anyone receiving reimbursement from Carleton must have a current W-9 form (with current mailing address) on file with Carleton. if it is determined that you do not have a W-9 on file with your current mailing address, you will receive an email at the below listed email address with a secure link that allows you to upload your W-9. The secure link to provide the W-9 is only valid for 7 days.

Your Name(Required)

First Last Class Year

Your Mailing Address(Required)

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country

Your Email(Required)

Your Phone

Event for which the expenses were incurred(Required)

Include meeting name and dates. This form and receipts must be submitted within 30 days after the date of the event for which the expenses were incurred to receive a reimbursement.

Number of miles driven in a personal vehicle

If submitting for mileage reimbursement, include a file of Google Map directions displaying the route taken and showing the mileage, in the Upload Receipts section below.

Calculated value for miles noted above ($)

The mileage reimbursement rate for volunteer work is set by the IRS at $0.14 per mile.

Transportation expense between MSP and Northfield ($)

Up to $200 will be reimbursed.

Please enter a number from 0 to 200.

Airfare expense ($)

This excludes baggage, airport parking, or other fees.

Lodging expense during the event ($)

We will not reimburse the cost of off-campus lodging when on-campus lodging is provided.

Total expenses ($)

In accordance with Carleton College policy, volunteers may receive a letter from the college to document your volunteer expenses (a tax letter) and / or reimbursement for expenses incurred while conducting College business. The College does not wish to limit the participation of any volunteer based on financial restriction. Only expenses incurred by volunteers are reimbursable.

Indicate how you would like your expenses to be treated(Required)

I would like to receive reimbursement for my expenses

I would like to receive a tax letter to document my expenses

I would like to receive a tax letter for part of my expenses and reimbursement for the remainder

Percentage of expenses to be reimbursed

Please enter a number from 0 to 100.

Percentage of expenses to note in tax letter

Amount to be reimbursed ($)

Amount noted in tax letter ($)

Upload receipts(Required)

Upload receipts for all expenses listed above. If submitting for mileage reimbursement, please upload a file of Google Map directions displaying the route taken and showing the mileage as your receipt for this expense.

Drop files here or

Accepted file types: jpg, jpeg, gif, png, pdf, Max. file size: 100 MB.

Comments

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Comments

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Carleton College Volunteer Expense Policy

In accordance with Carleton College policy, volunteers may receive reimbursement of expenses incurred while conducting College business. Beginning in fiscal year 2017-18, we will encourage volunteers to submit their travel expenses either for reimbursement or to receive a letter from the College that they can use for tax purposes. We will no longer be transferring the equivalent of those expenses from the AAF/Alumni Relations office budgets to the AAF for individual gift credit.

Volunteers are strongly encouraged to cover their expenses. However, the College does not wish to limit the participation of any volunteer because of financial restrictions. Alumni engagement is important to the College. Our goal is to ensure that all volunteers can participate, not necessarily to cover all the costs associated with attendance. Please note that you will need to pay up front for your associated travel expenses.

You may be reimbursed for the following expenses:

• Air Travel: The cost of your three-week advance-purchase round-trip coach airfare. We encourage you to purchase the lowest available airfare from your home city. We have a general guideline cap of $400 for fares, but recognize that from some cities’ fares may be higher. Contact staff if you have any questions.
• Transportation between the Minneapolis/St. Paul airport and campus: Round-trip cost of transportation, up to $200. We encourage volunteers to carpool when possible.
• Car Travel: Mileage between your home and campus at 14 cents per mile (the IRS approved rate for volunteers), or the cost of a three-week advance-purchase round-trip coach airfare, whichever is less.

The following are considered ineligible expenses for reimbursement. However, you may be able to deduct these types of expenses on your taxes:

• Travel to/from the airport from your home; airport parking
• Lodging en route to a meeting (if you drive long-distance to campus)
• Food and beverages en route, or other than those provided during the business portion of the on-campus meeting
• Airline fees for checked baggage
• Mileage, if you’ve rented a car (mileage is included in the cost of the rental)
• Care arrangements for children or pets; gifts for hosts (e.g., if you stay with friends or relatives)

Please submit your expense statement within 30 days of the event for which the expenses were incurred.
Please contact the Alumni Relations office at alumni-office@carleton.edu or 800-729-2586 with any questions about this policy. We’re grateful for the time you commit to supporting Carleton!