Attention CWSC Volunteer:

Use this form to request reimbursement or an advanced receipt of funds for out-of-pocket expenses you incurred or expect to incur on behalf of the CWSC. Please allow a normal processing period of at least 10 business days for your request to be received and reviewed. CAUTION: CWSC cannot guarantee reimbursement of expense you incurred, but for which you did not obtain approval in advance.

CWSC reimburses volunteers under an Accountable Institution Plan pursuant to IRS regulations for out-of-pocket expenses for official performance of duties.

Out-of-pocket expenses CWSC might reimburse include:

– travel to and from the place of volunteering.
– postage, copying, and similar administrative costs.
– attendance at officially assigned events.
– long distance travel, meals, and lodging while conducting official business.

CWSC uses per diem rates for meals and lodging and incidentals such as taxis based on federal per diem rates and/or the U.S. General Accountability Office (GAO) sets an annual mileage reimbursement rate. Use of the mentioned rate guidelines limits administrative burden for CWSC and minimizes taxes for volunteers receiving reimbursement for expenses.

Advanced requests for funds in anticipation of expense may be authorized up to 30-days in advance. Any amounts advanced in excess of actual incurred expense is to be refunded back to CWSC within 90-days.

In all circumstances, cost control such as coach fares, shall guide CWSC reimbursement policy.

Expenditures by IRS rules and regulations must be be documented with cancelled checks, sales receipts, account statements, credit card sales slips, invoices, or petty cash slips for small cash payments. IMPORTANT: Email copies of receipts to info@cwsc.us.

If you have questions completing this form or wish to check on the status of your submission, email info@cwsc.us or call (910) 317-0297.

Attention Financial Director: Please assign a project number and title for easy reference. Review request in accordance with Operating Guidelines, Ambassador Program, Approved Budget and other pertinent documents before submitting your recommendation.

To submit ideas on how to improve this form or procedures, send mail to info@cwsc.us.