Expense Reimbursements

Expense Reimbursement Process

• Step 1: Email your Expense Reimbursement Request for Approval

• Step 2: Camp Director Approval

• Step 3: {Optional} Set up Direct Deposit

Step 1: Email your Expense Reimbursement Request for Approval

Please review the submission instructions carefully as errors will delay the timeline.

1. Copy the below email template

2. Paste it into a new email draft

3. Replace any brackets {} with your information

4. Send it to "hr@changesummer.org". Do not forget to include the required email attachments.

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EMAIL DRAFT (Copy & Paste):

Email Subject: Expense Reimbursement Request for {INSERT YOUR NAME}

Email Attachments (Failure to attach these may delay timeline):

• A copy of all receipts for expenses listed

  1. • Please click HERE to view steps for completing mileage reimbursement.

• A completed Form W-9: https://www.irs.gov/pub/irs-pdf/fw9.pdf

• Make a copy of this spreadsheet, fill it in, save as a PDF and send it in the email.

Email Body:

Hello,

I am requesting an expense reimbursement. Here is my basic information:

• {YOUR FULL NAME}

• {A PHONE NUMBER WE CAN TEXT YOU ON}

• {YOUR PREFERRED EMAIL}

• {WHICH CAMP YOU WORK FOR}

• {DO YOU PREFER CHECK OR DIRECT DEPOSIT}

I am requesting reimbursement for the following:

Purchase/Cost/Reason

(Common Reasons: Paid for travel to get to/from camp, Had to purchase supplies for campers, Paid for travel or snacks on a bus team for camper arrival/departure day, Nurse licensing certification costs)

Thank you,

{INSERT YOUR NAME}