Volunteer Reimbursement: What It Is and How to Claim It

If you spend money on travel, meals, or supplies while helping a charity, you deserve to get that cash back. That’s what volunteer reimbursement means – the organization pays you back for the costs you covered while you volunteered.

Most people think volunteering is free because they aren’t getting a salary. But “free” doesn’t mean you should dip into your own pocket. Reimbursement makes it possible for anyone to help, even if they can’t afford to front the money first.

Why Reimbursement Matters

When nonprofits cover volunteer expenses, they keep the volunteer base diverse. A parent who needs to drive 30 miles to a food bank or a student who buys materials for a youth program can still participate. It also shows the organization values the time and effort volunteers give.

Giving back money also builds trust. Volunteers see that the group runs transparently and respects their contribution. That trust often turns a one‑time helper into a regular, long‑term supporter.

Step‑by‑Step to Get Reimbursed

1. Know the policy. Before you spend, read the nonprofit’s reimbursement guidelines. Some groups only cover mileage, others allow meals up to a set amount.

2. Keep receipts. Save every receipt, ticket, or proof of purchase. A photo on your phone works if you can’t keep the paper.

3. Fill out the claim form. Most charities have a simple online or paper form. List each expense, attach the receipt, and add a short note about why you spent the money.

4. Submit on time. Organizations often set a deadline – 30 days after the event is common. Getting it in early speeds up the payment.

5. Follow up. If you don’t hear back in a week or two, send a polite email asking for an update. It’s normal for a small admin delay.6. Track your reimbursements. Keep a personal spreadsheet of what you’ve claimed and when you were paid. This helps you avoid missing anything and shows clear records if the charity asks for details.

Most nonprofits pay by check or direct deposit. Direct deposit is faster, but you’ll need to share your bank details securely. If you’re uncomfortable, ask for a check mailed to your home.

Some groups offer a stipend instead of reimbursing each expense. A stipend is a set amount given regularly to cover typical costs. It simplifies paperwork but may not cover all out‑of‑pocket spend.

Remember, reimbursement is a right, not a favor. If an organization refuses to pay approved expenses, ask for an explanation. You can also suggest a clear policy for future volunteers.

Finally, be honest. Only claim what you actually spent for the volunteer work. Over‑claiming can damage your reputation and the trust the nonprofit has in its volunteers.

Volunteer reimbursement keeps helping hands fresh and motivated. By knowing the rules, keeping good records, and following a simple claim process, you can focus on the good work instead of worrying about money.

Why Volunteers Don’t Get Paid: Laws, Stipends, and Reimbursements Explained

Why Volunteers Don’t Get Paid: Laws, Stipends, and Reimbursements Explained

  • Sep, 9 2025
  • 0

Wondering why volunteers aren’t paid? Get the legal reasons, what costs can be covered, when a stipend becomes wages, and how to avoid crossing the employee line.

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