Reimbursing Volunteers

Reimbursing a purchase made with personal funds: 

• Goods or services are needed immediately and other purchasing methods (e.g., purchase made by regional staff support using purchasing card) are not available.

• The purchase is limited to $500.

• Before submitting a reimbursement request, the volunteer should check with leader for approval.

• The volunteer provides a detailed receipt for the purchase and gathers information to answer the who, what, when, where and why for the purchase.

  • Group leaders should share the Reimbursement Cheat Sheet with volunteers so that reimbursements may be expedited as efficiently as possible.

• The volunteer completes the online Master Gardener Program Funds Request Form (Smartsheet).

Reimbursement tools:

• Roles and responsibilities

• Reimbursement Cheat Sheet for volunteers

• Master Gardener Program Funds Request Form (Smartsheet)

Reimbursement timing:

• Non-foundation accounts: 30 days

• Foundation accounts: From the time the foundation receives the request until the time the check is mailed is 4-6 weeks.