Volunteer Expense Policy

Volunteer Expense Policy

1. Purpose

The purpose of this policy is to outline the protocol for incurring an expense as a Volunteer of Orange Sky (OS).

2. Scope

This policy applies to all OS volunteers incurring expenses on behalf of OS.  Employees of OS should refer to the Business Expenses & Travel Policy.

3. Principles

OS considers allowable expenses as:

• Necessary to perform a valid business purpose, fulfilling the operations of the organisation (see Schedule 1 for examples);

• Reasonable in that the expense is not extreme or excessive, and reflects a prudent decision to incur the expense; and

• Appropriate in that the expense is suitable and fitting in the context of a valid business purpose taking into consideration impact, safety, financial delegation limits, timing, location and availability.
  
  

OS will not approve or reimburse expenses that do not comply with this policy.

4. Procedure

Volunteers should use the following preferred methods of payment for all OS related expenses:

• an OS employee;

• a preferred supplier/trade account via HQ such as Woolworths; Bunnings; etc.

• a fuel card;

• a supplier invoice, which can be sent to HQ Accounts Payable for payment at payables@orangesky.org.au; 

• an OS credit card

Use of Credit Cards

Any expenses incurred on OS credit cards which do not comply with this policy will be required to be reimbursed by the cardholder. 

Payments are to be made by the credit card holder only.

Use of Personal Funds

Personal funds should only be used by volunteers when it is not possible or practical to pay via one of the above methods.

Reimbursement of expenses purchased using personal funds are claimed via the Expense Claim Form and require an uploaded copy of the purchased receipt.  Once complete, the claim will be forwarded to the appropriate manager for approval before the reimbursement can be processed.

Reimbursements are processed and paid weekly, and are subject to timely submission and approval.  If the claim is urgent, please contact the OS Finance team for escalation at payables@orangesky.org.au or by calling HQ. 

Expense Limit

Expenses over $200 + GST must be pre-approved according to financial delegation limits.

5. Schedule 1 - Allowable Expense Guide

OS-related expenses that may be reimbursed include (but are not limited to):

• Van supplies – including car wash tokens, gloves, van repair items, windscreen wiper blades, cleaning cloths, printing of service location flyers etc.
• Volunteer appreciation – service birthday event (1 per year), volunteer appreciation/thank you event (1 per year), ad hoc thank you gifts (to be approved by the Regional Coordinator).
• Van travel (driving a van to another service location eg. Sydney to Canberra) – meals; taxi/uber to and from airport; accommodation when it is not possible for OS HQ to book and pay prior to arrival.
• Volunteer training – catering; venue hire (to be approved by the Regional Coordinator).

6. Revision

OS may make changes to this policy from time to time to improve the effectiveness of the organisation's operation, or to reflect any changes in legislation.