Volunteer Expense Guidelines
To be eligible for for reimbursement, volunteers must arrive and register on campus by 11 a.m. Friday, October 19. Please connect with your staff contact if you have any questions or concerns about the expense guidelines and your eligibility.
Housing and Meal Guidelines
Volunteers who live beyond a 50 mile radius of Norton and need overnight accommodations will be housed in double occupancy rooms at the Holiday Inn in Mansfield. Reservations will be made and paid for by the Alumnae/i Relations Office based on the needs expressed on your ALC registration.
Mandatory conference programs do not begin until 11 a.m. on Friday, therefore hotel rooms will be provided at no charge to volunteers who live beyond a 50 mile radius of Norton on Friday and Saturday, October 19-20, only. Volunteers who are traveling a significant distance may be eligible for complimentary housing on Thursday, October 18. Please inquire with your staff contact with any questions.
The Alumnae/i Relations Office will also make hotel reservations for volunteers who live within a 50 mile radius of Norton and who wish to stay at the Mansfield Holiday Inn. However, due to budget constraints, these volunteers must assume the cost of their own room by submitting a check (made payable to Wheaton College) or a credit card number to the Alumnae/i Relations Office along with your reservation form. The cost is $52 per night if you have a roommate or $104 if you room alone.
The Mansfield Holiday Inn will release all unreserved rooms on October 3. If you haven't requested a room by contacting the Alumnae/i Relations Office or (if necessary) have not sent in your payment by that date, you will be responsible for making your own hotel reservation. These costs are not eligible for reimbursement.
Incidental charges are not eligible for reimbursement.
All meals will be served on-campus during ALC. Off-campus meals will not be reimbursed.
Travel Guidelines
In general, volunteers are responsible for their own travel expenses and arrangements. Expenses for travel will no longer be billed directly to the college. Exceptions apply to the following volunteer groups whose travel expenses are eligible for reimbursement UP TO $400 if traveling by air and $150 if traveling by train.
- Alumnae/i Association Board of Directors, Nominating Committee, Recognition Committee, LGBTA Steering Committee and Annual Giving Committee
- Reunion Class Officers (or their delegates)
- Class Gift Chairs
- Class Officers of 1959 and 1984 (celebrating the 50th and 25th Reunion in 2009)
- APAC Volunteers (with the prior approval of the Admission staff)
- Newly-elected class officers (2s and 7s, and 2005)
- Regional Volunteers
The Alumnae/i Relations and Annual Giving office and Wheaton's travel agency, Cleveland Circle Travel (formerly Village Tours and Travel), will each have a list of all alumnae/i volunteers eligible for these benefits. All volunteers must arrange and provide for their own travel to campus.
For the volunteers who are eligible to have their travel expenses reimbursed:
- We recommend that travel arrangements be booked through Cleveland Circle Travel no later than October 4 in order to take advantage of quantity discounts. However, should you find a lower fare (through your own agent, online, etc), contact your staff liaison for approval before booking your travel, in order to ensure that you can be reimbursed for these expenses. The college will reimburse only the lowest possible fare up to a maximum of $400 for airfare and $150 for train.
- You are responsible for making arrangements for your ground transportation between airports or train stations and campus. See information in this packet for options through Peter Pan Bonanza Bus and taxi services.
- Those traveling by rental car are encouraged to seek the lowest rates available for a compact car and will be reimbursed only for those days they are participating in ALC and up to a maximum of $40/day. Gasoline and refueling charges are not reimbursable.
General Volunteer Reimbursement Guidelines
ALC and other volunteer expenses incurred during the first semester must be submitted to your staff liaison using the Statement of Volunteer Expense form no later than December 15 to be eligible for reimbursement. Second semester expenses must be submitted for reimbursement no later than June 15.) Statements received after these dates will be ineligible for reimbursement.
Remember that any non-reimbursed expenses are deductible on your income tax return as a charitable contribution as provided by law. Use the enclosed Statement of Volunteer Expense to request the appropriate certification.
Original receipts, no photocopies or billing statements, must accompany all requests for reimbursement. Copies may be used for expense certification.
A minimum of $25 accumulation of volunteer expenses qualifies for reimbursement.
College staff should be consulted regarding the reimbursement for telephone, postage, supplies and other such expenses prior to incurring these expenses.
Please call the following offices with your questions:
| APAC/Admission | 508-286-8251 |
| Annual Giving | 508-286-8226 |
| Alumnae/i Relations | 508-286-8207 |
| Filene Center | 508-286-8211 |
This page is maintained by Office of Alumnae/i Relations and Annual Giving. Last updated on 9/6/07.
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