{"id":55335,"date":"2022-10-25T01:09:52","date_gmt":"2022-10-25T08:09:52","guid":{"rendered":"https:\/\/donorbox.org\/nonprofit-blog?p=55335"},"modified":"2024-07-01T06:18:27","modified_gmt":"2024-07-01T13:18:27","slug":"nonprofit-reimbursement-policy","status":"publish","type":"post","link":"https:\/\/donorbox.org\/nonprofit-blog\/nonprofit-reimbursement-policy","title":{"rendered":"How to Craft the Perfect Nonprofit Reimbursement Policy"},"content":{"rendered":"<p><em>Can a nonprofit reimburse expenses?<\/em><\/p>\n<p>Your nonprofit\u2019s events include many expenses. At times, staff and volunteers may end up covering travel, events, and even administrative costs. To plan for these expenses, you must have a nonprofit reimbursement policy as part of your <a title=\"The 10 Best Nonprofit Accounting Software | Steps for Nonprofit Accounting\" href=\"https:\/\/donorbox.org\/nonprofit-blog\/nonprofit-accounting-software\" target=\"_blank\" rel=\"noopener\">nonprofit accounting<\/a> practices.<\/p>\n<p>This article will discuss how to craft a nonprofit reimbursement policy and the best practices to avoid financial and legal risks.<\/p>\n<hr \/>\n<h2><a id=\"1\"><\/a>What Are The Expenses Nonprofits May Need to Reimburse?<\/h2>\n<p>Nonprofit expenses range from office items and equipment to plane tickets and Uber ride fees. In an ideal world, you\u2019ll be there to pay for each item with a business credit card, but the ideal is rarely the case when it comes to nonprofit <a title=\"Nonprofit Financial Statements: The Complete Guide with Examples\" href=\"https:\/\/donorbox.org\/nonprofit-blog\/nonprofit-financial-statements\" target=\"_blank\" rel=\"noopener\">finances<\/a>.<\/p>\n<p>Many times, you\u2019ll rely on other staff, board members, or <a title=\"5 Reasons Why Volunteers are Essential for Nonprofit Organizations\" href=\"https:\/\/donorbox.org\/nonprofit-blog\/nonprofit-volunteers\" target=\"_blank\" rel=\"noopener\">volunteers<\/a> to temporarily cover these costs. It\u2019s not if, but when, this will happen. Any expenses you reimburse must cover your organization\u2019s purpose.<\/p>\n<p>Below is a list of products and services your expenses can include:<\/p>\n<ul>\n<li>Hotel and lodging.<\/li>\n<li>Travel expenses.<\/li>\n<li>Dining costs.<\/li>\n<li>Costs related to hosting an event (workshops, seminars, fundraisers, host fees).<\/li>\n<li>Office rent.<\/li>\n<li>Utilities.<\/li>\n<li>Per diem allowance.<\/li>\n<li>Tips made during business trips.<\/li>\n<\/ul>\n<hr \/>\n<h2><a id=\"2\"><\/a>How to Craft a Nonprofit Reimbursement Policy Complying with IRS Guidelines<\/h2>\n<p>Your nonprofit must be prepared with a policy that covers how to address these payments following Internal Revenue Service (IRS) guidelines.<\/p>\n<p>Nonprofits do not have to pay <a title=\"Nonprofit Tax Programs Around the World | EU | UK | US\" href=\"https:\/\/donorbox.org\/nonprofit-blog\/nonprofit-tax-programs\" target=\"_blank\" rel=\"noopener\">taxes<\/a> on business expenses and can issue non-taxable reimbursements. While nonprofits don\u2019t have to report reimbursements on their payroll taxes, they must include receipts, invoices, and other financial paperwork from the staff member or volunteer.<\/p>\n<p>Your reimbursement policy must also include a reminder that volunteers and staff must seek reimbursement within 60 days of making the purchase.<\/p>\n<p>If your nonprofit provides funds to the employee or volunteer to cover costs in advance, any unused funds must be returned to your organization within 120 days, along with the invoice or receipt.<\/p>\n<p>At the end of your fiscal year, your organization must report all expenses on IRS Tax <a href=\"https:\/\/donorbox.org\/nonprofit-blog\/your-990-made-simple\" target=\"_blank\" rel=\"noopener\">Form 990<\/a>.<\/p>\n<p>The IRS makes that process even more accessible with rules it provides on <a href=\"https:\/\/www.irs.gov\/forms-pubs\/about-publication-463\" target=\"_blank\" rel=\"nofollow noopener\">IRS Publication 463<\/a>. These rules include reporting procedures, deductible expenses, and expense reports.<\/p>\n<hr \/>\n<h2><a id=\"3\"><\/a>5 Best Practices to Avoid Risks While Setting Reimbursement Rates<\/h2>\n<p><img loading=\"lazy\" decoding=\"async\" class=\"aligncenter wp-image-55343\" src=\"https:\/\/donorbox.org\/nonprofit-blog\/wp-content\/uploads\/2022\/10\/pexels-august-de-richelieu-4427548-scaled.jpg\" alt=\"expense reimbursement policy non profit\" width=\"800\" height=\"534\" srcset=\"https:\/\/donorbox.org\/nonprofit-blog\/wp-content\/uploads\/2022\/10\/pexels-august-de-richelieu-4427548-scaled.jpg 2560w, https:\/\/donorbox.org\/nonprofit-blog\/wp-content\/uploads\/2022\/10\/pexels-august-de-richelieu-4427548-300x200.jpg 300w, https:\/\/donorbox.org\/nonprofit-blog\/wp-content\/uploads\/2022\/10\/pexels-august-de-richelieu-4427548-1024x683.jpg 1024w, https:\/\/donorbox.org\/nonprofit-blog\/wp-content\/uploads\/2022\/10\/pexels-august-de-richelieu-4427548-768x512.jpg 768w, https:\/\/donorbox.org\/nonprofit-blog\/wp-content\/uploads\/2022\/10\/pexels-august-de-richelieu-4427548-1536x1025.jpg 1536w, https:\/\/donorbox.org\/nonprofit-blog\/wp-content\/uploads\/2022\/10\/pexels-august-de-richelieu-4427548-2048x1367.jpg 2048w\" sizes=\"auto, (max-width: 800px) 100vw, 800px\" \/><\/p>\n<p>Reimbursement policies should not be too difficult, but you\u2019ll want to follow a few best practices to prevent potential financial and legal risks.<\/p>\n<hr \/>\n<h3><a id=\"post-55335-_uam3izwhe98s\"><\/a>1. Have an accountable plan for regular reimbursements<\/h3>\n<p>Nonprofits expecting to regularly reimburse staff or volunteers should have an accountable plan. According to the IRS, you must follow several regulations to have an accountable plan.<\/p>\n<ul>\n<li>Purchases must connect with the employee or volunteer\u2019s role, and the purchase must be tax deductible on the individual\u2019s return.<\/li>\n<li>Employees and volunteers must have proof of purchase, including receipts, petty cash slips, or invoices.<\/li>\n<li>Your organization must follow federal rules if the reimbursement covers travel, food per diems, or mileage costs.<\/li>\n<li>Accountable plan reimbursements are not <a title=\"Nonprofit Earned Income: The Ultimate Guide to Generate Revenue\" href=\"https:\/\/donorbox.org\/nonprofit-blog\/nonprofit-earned-income\" target=\"_blank\" rel=\"noopener\">income<\/a> and should not be part of an employee\u2019s W-2 form.<\/li>\n<\/ul>\n<hr \/>\n<h3><a id=\"post-55335-_r3v4pmk0kvgs\"><\/a>2. Include a non-accountable plan for other expenses<\/h3>\n<p>Non-accountable plan reimbursements are any payments that don\u2019t follow the accountable plan. Employees receiving reimbursements under a non-accountable plan must pay taxes on the reimbursement.<\/p>\n<p>Nonprofits must include this reimbursement on the employee\u2019s W-2 form and withhold income tax and the employee\u2019s share of Social Security and Medicaid taxes. Employers must also pay a 7.65% share of the employee\u2019s Social Security and Medicare taxes on the payments.<\/p>\n<p>Employers can pay non-accountable plan reimbursements through <a title=\"Do Nonprofit Employees Get Paid? A Guide to Nonprofit Salaries\" href=\"https:\/\/donorbox.org\/nonprofit-blog\/guide-to-nonprofit-salaries\" target=\"_blank\" rel=\"noopener\">wages<\/a>, paid advances, direct reimbursements, credit card charges, and direct employer billing.<\/p>\n<p>Any reimbursement made to independent contractor directors must be under a non-accountable plan. Any income over $600 to these directors must be reported to the IRS by the nonprofit.<\/p>\n<p>In many cases, your nonprofit will have an accountable plan for some volunteers and staff and non-accountable reimbursements for others.<\/p>\n<hr \/>\n<h3><a id=\"post-55335-_gevb8q2j1no4\"><\/a>3. Create a nonprofit expense reimbursement form<\/h3>\n<p>Nonprofits do not have to turn in reimbursement forms to the IRS, but it is good practice to create a reimbursement form that includes the following details:<\/p>\n<ul>\n<li>What was purchased?<\/li>\n<li>When was the payment made?<\/li>\n<li>How much did it cost?<\/li>\n<li>Why was it purchased?<\/li>\n<li>How does it relate to the nonprofit\u2019s mission and purpose?<\/li>\n<li>Who benefits from the purchase?<\/li>\n<\/ul>\n<p>It is advisable to have this form online. You may use Google Forms to create one that can easily be shared with your staff, volunteers, and board members.<\/p>\n<p>If your nonprofit is reimbursing someone for mileage, you must include IRS <a href=\"https:\/\/www.irs.gov\/publications\/p463\" target=\"_blank\" rel=\"nofollow noopener\">federal reimbursement rate guidelines<\/a> to ensure staff and volunteers know what to expect. The standard mileage rate is $0.56 for business purposes and $0.14 per mile for <a title=\"How to Raise Money for Charity: 6 Proven Ways (Tips Included)\" href=\"https:\/\/donorbox.org\/nonprofit-blog\/how-to-raise-money-for-charity\" target=\"_blank\" rel=\"noopener\">charities<\/a>.<\/p>\n<p>Employees and <a title=\"How to Find Nonprofit Board Members | Insights &amp; Tips\" href=\"https:\/\/donorbox.org\/nonprofit-blog\/how-to-find-nonprofit-board-members\" target=\"_blank\" rel=\"noopener\">board members<\/a> can receive the business rate. Volunteers receive the charity rate but can also receive reimbursement for commuting to the nonprofit and its event location. This rate changes each year, so be sure to keep your policy up to date.<\/p>\n<p>Current IRS rules allow a per diem rate of 100% on certain business meals. You can find additional per diem rates listed by state on the US General Services Administration <a href=\"https:\/\/www.gsa.gov\/travel\/plan-book\/per-diem-rates\" target=\"_blank\" rel=\"nofollow noopener\">website<\/a>.<\/p>\n<hr \/>\n<h3><a id=\"post-55335-_8jhpn6qzi5zt\"><\/a>4. Add a return of excess payment policy<\/h3>\n<p>Sometimes, your nonprofit may give <a title=\"Top Employee Retention Strategies for Nonprofits\" href=\"https:\/\/donorbox.org\/nonprofit-blog\/nonprofit-employee-retention\" target=\"_blank\" rel=\"noopener\">employees<\/a> a cash advance to cover business costs. This is especially true when sending an employee on a business trip.<\/p>\n<p>After a purchase or trip ends, the IRS requires the employee to return excess funds to the nonprofit within 120 days. If that amount is not returned in 120 days, the amount is now gross income and will be taxed.<\/p>\n<hr \/>\n<h3><a id=\"post-55335-_mh7ez3wmbuxc\"><\/a>5. Be aware of the IRS exemptions<\/h3>\n<p>As you can see, the IRS has detailed requirements for nonprofit reimbursements. These details also include a few exemptions. In very few cases, nonprofits do not have to report reimbursements or provide proof. They include &#8211;<\/p>\n<ul>\n<li>Costs under $75 that don\u2019t cover lodging.<\/li>\n<li>Transportation expense receipts that are not available.<\/li>\n<li>A per diem allowance for out-of-town travel.<\/li>\n<\/ul>\n<hr \/>\n<h2><a id=\"post-55335-_u6eozafs18m1\"><\/a>Final Thoughts<\/h2>\n<p>Nonprofits sometimes must reimburse staff or volunteers for events, administrative expenses, travel costs, and more. The IRS has done an excellent job informing organizations about what information and proof they must collect and how to report these expenses.<\/p>\n<p>Creating a nonprofit reimbursement policy will always keep your staff, board members, and volunteers informed. They will know what&#8217;s expected of them and how they will receive reimbursement. This policy will also help your organization file its nonprofit <a href=\"https:\/\/donorbox.org\/nonprofit-blog\/nonprofit-tax-returns\" target=\"_blank\" rel=\"noopener\">tax returns<\/a>.<\/p>\n<p>We\u2019ve provided several other articles to address nonprofit budgets, <a title=\"The 10 Best Nonprofit Accounting Software | Steps for Nonprofit Accounting\" href=\"https:\/\/donorbox.org\/nonprofit-blog\/nonprofit-accounting-software\" target=\"_blank\" rel=\"noopener\">accounting software<\/a>, and more. You\u2019ll find them all on the <a href=\"https:\/\/donorbox.org\/nonprofit-blog\" target=\"_blank\" rel=\"noopener\">Donorbox Nonprofit Blog<\/a>. Subscribe to our newsletter to receive the best of our resources to your inbox every month.<\/p>\n<p>Donorbox is an online fundraising platform that has helped over 80,000 nonprofit organizations raise money online and manage their donors. Our simple-to-use and robust <a href=\"https:\/\/donorbox.org\/features\" target=\"_blank\" rel=\"noopener\">features<\/a> include recurring donations, crowdfunding, peer-to-peer fundraising, Events, memberships, and more.<\/p>\n<p>If you think you need a little more help with fundraising and donor acquisition, let our experts and techies be there for you &#8211; check out <a href=\"https:\/\/donorbox.org\/premium\" target=\"_blank\" rel=\"noopener\">Donorbox Premium<\/a>. Pricing is personalized to fit your needs and help you grow.<\/p>\n<hr \/>\n<p><em><strong>Disclaimer:<\/strong>\u00a0By sharing this information we do not intend to provide legal, tax, or accounting advice, or to address specific situations. The above article is intended to provide generalized financial and legal information designed to educate a broad segment of the public. Please consult with your legal or tax advisor to supplement and verify what you learn here.<\/em><\/p>\n<a href=\"https:\/\/donorbox.org\/orgs\/new?utm_source=Blog&utm_medium=footer-bannerc\" class=\"banner-link\" target=\"_blank\">\n\t  \t\t\t\t\t\t<img src=\"https:\/\/donorbox.org\/nonprofit-blog\/wp-content\/uploads\/2018\/10\/seemless-giving-tools.webp\" alt=\"Bottom banner\" loading=\"lazy\" decoding=\"async\" \/>\n\t\t\t\t\t\t<\/a>","protected":false},"excerpt":{"rendered":"<p>Can a nonprofit reimburse expenses? Your nonprofit\u2019s events include many expenses. At times, staff and volunteers may end up covering travel, events, and even administrative costs. To plan for these expenses, you must have a nonprofit reimbursement policy as part of your nonprofit accounting practices. This article will discuss how to craft a nonprofit reimbursement [&hellip;]<\/p>\n","protected":false},"author":41,"featured_media":79643,"comment_status":"closed","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"inline_featured_image":false,"_genesis_hide_title":false,"_genesis_hide_breadcrumbs":false,"_genesis_hide_singular_image":false,"_genesis_hide_footer_widgets":false,"_genesis_custom_body_class":"","_genesis_custom_post_class":"","_genesis_layout":"","footnotes":"","_ppma_block_editor_authors":""},"categories":[3,70],"tags":[],"ppma_author":[6364,6393],"class_list":["post-55335","post","type-post","status-publish","format-standard","has-post-thumbnail","category-nonprofit-tips","category-resources","entry"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v26.2 (Yoast SEO v28.5) - https:\/\/yoast.com\/product\/yoast-seo-premium-wordpress\/ -->\n<title>How to Craft the Perfect Nonprofit 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