Volunteer Reimbursements
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Instructions
- Never assume your expenses are covered! Always check with a staff person before spending your own money!
- Please save ALL your receipts and upload them via the corresponding forms below, including food, supplies, ferry tolls or any other expenses accrued during your shift.
- If recording mileage, take a photo of your odometer before and after your shift or record your ride via Strava, Ride with GPS, or similar. If you forget to take a photo of your odometer, you may submit a Google Map of your route.
- If purchasing fuel, you must use a Cascade fleet credit card. No fuel purchases using personal funds will be reimbursed.
| Volunteer Role | Food Reimbursable | Mileage Reimbursable (car & bike) | NOT Reimbursable |
|---|---|---|---|
| Route Marker | One meal, snacks, and coffee | Mileage accrued on the course, ferry/tolls, parking | Mileage to/from the course Fuel is never reimbursable |
| Support Driver (1-day ride) | Snacks, coffee | Mileage accrued on the course, ferry/tolls, parking | Mileage to/from the course Fuel is never reimbursable Meals - meal tickets may be available at select events |
| Support Driver (multi-day ride) | 3 meals, snacks and coffee | Mileage accrued door to door, ferry/tolls, parking | Fuel is never reimbursable |
| All other roles | Varies, to be communicated in event orientation | Mileage to volunteer positions >45 miles from the Cascade office, ferry/tolls, parking | Mileage to volunteer positions <45 miles from the Cascade office Fuel is never reimbursable |
| Event/Training Coordination | Varies, email volunteer@cascade.org for a budget. |
Submitting Documents for Reimbursement
- Reimbursement requests must be submitted within one month of the event. Reimbursements submitted after this may be refused.
- Reimbursements without documentation will be refused.
- During our busiest time of year (Late April though August) it may take up to a month for you to receive your reimbursement check.
- The daily limit for food for an individual is $75/day.
- Event/Training coordination may exceed $75/day for food. Email volunteer@cascade.org for a budget if you are buying food for a large group event or training session. Email correspondence may be required as proof of approval when submitting your reimbursement.
- 2025 mileage rates: $0.70/mile (vehicles), $0.35/mile (bikes)
Submit Food & Supplies Receipts
If you have any questions please email volunteer@cascadebicycleclub.org