Reimbursing Volunteers

Reimbursing a purchase made with personal funds: 

• Reimbursement should only be used when goods or services are needed immediately and other purchasing methods (such as a purchase made by program coordinator or regional staff using a University purchasing card) are unavailable.

• Out-of-pocket purchases are limited to $500. Volunteers should never be expected to make a purchase that causes personal financial hardship.

• Before making a purchase, the volunteer must check with their group leader, treasurer, or coordinator for approval to ensure the expense is allowable.

• Volunteers must provide an itemized, legible receipt (PDF or a clear, well-lit photo) that shows the business name, date, items, and total paid. The volunteer must also provide the Who, What, When, Where, and Why for the purchase.

• Volunteers must complete and submit the online Master Gardener Program Funds Request Form (Smartsheet) within 45 days of the purchase date to comply with IRS regulations. Do not wait for a long-term project to finish before submitting.

• Volunteers must pay sales tax and will be reimbursed for it. However, because the University is tax-exempt, group leaders should consider if an employee should make the purchase instead to save costs.

• Professional service fees should never be paid out of pocket; service providers must send an invoice to the Master Gardener program.

• Group leaders should share the Reimbursement Cheat Sheet with volunteers before purchases are made so that reimbursements can be expedited as efficiently as possible. G

Reimbursement tools:

• Roles and responsibilities

• Reimbursement Cheat Sheet for volunteers

  • z-link:  z.umn.edu/mgreimbursementcheatsheet

• Master Gardener Program Funds Request Form (Smartsheet)

  • z-link:  z.umn.edu/mgreimbursementform

Reimbursement timing:

• Reimbursement checks are typically processed and received within 30 days of submitting a request via Smartsheet. This timeframe accounts for potential delays related to multi-level approvals, incomplete documentation, or standard mail delivery. However, requests are often fulfilled much faster.