Reducing the time and expense of issuing travel reimbursements
Abstract
Reduce the time and expense of issuing monthly travel reimbursement checks to volunteers by switching to a quarterly schedule. This effective practice was submitted by RSVP of the Carolina Lowcountry American Red Cross, North Charleston, South Carolina.Issue
Issuing mileage reimbursements to volunteers on a monthly basis requires a considerable amount of organizational expense and resources.Action
RSVP of the Carolina Lowcountry American Red Cross alleviated a significant burden with a modification in their reimbursement policy.
A letter was sent to all volunteers with their last travel reimbursement check of the fiscal year. The letter stated that reimbursement checks would be sent on a quarterly basis instead of monthly. It explained that doing so would save on postage expenses and that it would greatly reduce the amount of staff hours required to prepare the checks. Volunteers were instructed to continue sending in their travel expense forms on a monthly basis as they always had. The accounting staff would then consolidate the data from monthly forms into one quarterly reimbursement.
Context
The RSVP program sponsored by the Carolina Lowcountry American Red Cross serves the Berkeley, Charleston, Colleton, and Dorchester Counties of South Carolina. It is the state's largest RSVP program, with over 1,800 volunteers serving at 132 different agencies.Outcome
The organization has not received a single complaint from their volunteers in regard to the policy.
Those volunteers who qualify for the maximum reimbursement receive a quarterly check for the amount of $99.00 rather than a monthly $33.00 check. This has served as a de facto savings plan for many volunteers, who can apply the larger-sum checks towards needed parts and service for their vehicles.
Evidence
This change in travel reimbursement policy has saved the organization over $200.00 per year.Posted On
August 6, 2002For More Information