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: ______________________