1. Purpose

This policy establishes the conditions under which volunteers may be reimbursed for approved expenses or receive compensation in the form of an honorarium, where applicable.

2. General Principle

Volunteering is unpaid. Unless explicitly specified and confirmed in writing prior to the volunteer commitment, no compensation is provided for volunteer hours or services. Participation as a volunteer does not create an employment relationship.

3. Expense Reimbursement

• Volunteers may be reimbursed only for eligible, out-of-pocket expenses incurred while performing approved volunteer duties.
• All expenses must be pre-approved by the organization before they are incurred.
• Eligible expenses may include, but are not limited to:
  • Transportation
  • Meals
  • Supplies
  • Other costs directly related to volunteer service
    
    
• Original receipts are required for all reimbursement requests.
• Reimbursement requests must be submitted within the designated timeframe and will be processed in a timely manner, subject to verification and approval.

4. Honoraria (Where Applicable)

• An honorarium may be provided at the organization’s discretion and is subject to available budget.
  
  
• Honoraria are typically limited to:
  • Specialized or professional volunteer roles (e.g., CallHub or similar technical services)
  • Short-term, intensive, or time-sensitive assignments
• Honoraria are not wages, do not reflect payment for hours worked, and do not establish an employment relationship. Volunteers who receive honoraria above $500.00 during the fiscal year will be provided a T4A for income tax purposes. 
• Eligibility for an honorarium and the approved amount must be authorized in advance and confirmed in writing.

5. Compliance

All reimbursements and honoraria must comply with organizational policies, funding agreements, and applicable laws and regulations. The organization reserves the right to deny reimbursement or compensation that does not meet policy requirements.

6. Acknowledgment & Agreement

I acknowledge that I have read and understand the Volunteer Reimbursement & Compensation Policy. I understand that volunteering is unpaid unless compensation is explicitly approved in writing prior to my volunteer commitment. I agree to comply with all requirements related to expense reimbursement and honoraria as outlined in this policy.

Volunteer Name (Print): _______________________________

Signature: ___________________________________________

Date: ______________________

Volunteer Code of Conduct

As a volunteer, I agree to uphold the values, mission, and reputation of the organization. I commit to the following standards of conduct:

1. Professional Behavior
   
   
   • Act with integrity, respect, and courtesy toward staff, volunteers, partners, and community members.
   • Maintain appropriate boundaries and avoid conflicts of interest.
     
     
2. Respect & Inclusion
   
   
   • Support a safe, inclusive, and harassment-free environment.
   • Treat all individuals with dignity, regardless of background, identity, or beliefs.
     
     
3. Responsibility & Accountability
   
   
   • Perform volunteer duties reliably and to the best of my ability.
   • Communicate promptly if I am unable to meet my commitments.
   • Follow organizational policies, procedures, and instructions.
     
     
4. Safety & Compliance
   
   
   • Follow all safety guidelines and report hazards, incidents, or concerns immediately.
   • Comply with applicable laws, regulations, and organizational requirements.
     
     
5. Representation of the Organization
   
   
   • Represent the organization accurately and positively when engaging with the public.
   • Do not speak on behalf of the organization unless authorized.
     
     
6. Use of Resources
   
   
   • Use organizational property, funds, and resources responsibly and only for authorized purposes.

Confidentiality Agreement

During my volunteer service, I may have access to confidential or sensitive information, including but not limited to personal data, internal documents, financial information, and program-related details.

I agree that I will:

• Keep all confidential information strictly private and secure.
• Use confidential information only for authorized volunteer purposes.
• Not disclose, share, copy, or misuse confidential information during or after my volunteer service.
• Return or securely destroy confidential materials upon request or at the end of my service.

This confidentiality obligation continues after my volunteer role ends.

Acknowledgment & Agreement

I acknowledge that volunteering is not employment and does not create an employee-employer relationship. I understand that failure to comply with this Code of Conduct or Confidentiality Agreement may result in corrective action, including termination of my volunteer role.

I have read, understood, and agree to abide by this Volunteer Code of Conduct & Confidentiality Agreement.

Volunteer Name (Print): _______________________________

Signature: ___________________________________________

Date: ______________________

Volunteer Role (Optional): ____________________________