Volunteer Expense Guidelines
Volunteer Expense Guidelines
Eligibility Guidelines for Volunteer Travel Expense Reimbursement:
To be eligible for travel reimbursement and hotel accommodations, volunteers must live beyond a 65 mile radius of Norton and arrive and register on campus by 4:30 p.m. Friday, September 23. (Reunion volunteers must attend their workshop on Friday at 1:00 p.m. To be eligible for reimbursement, volunteers are expected to attend training sessions/workshops indicated by RED type on the program schedule.
HOTEL GUIDELINES
Volunteers meeting the above eligibility guidelines and need overnight accommodations will be housed in double occupancy rooms at the Taunton Inn and Conference Center. Reservations will be made and paid for by the Alumnae/i Relations Office based on the needs expressed on the Registration Form.
Hotel rooms will be provided at no charge to qualifying volunteers on Friday, September 23 only. Volunteers who are traveling a significant distance may be eligible for complimentary housing on Thursday, September 22 or Saturday, September 24. Please contact the Alumnae/i Office at (508) 286-8207 no later than August 29 and prior to completing your reservation.
The Alumnae/i Relations Office will also make hotel reservations for volunteers who do not meet the eligible travel expense reimbursement guidelines and who wish to stay at the Taunton Inn. However, due to budget constraints, these volunteers must assume the cost of their own room by submitting a check (payable to Wheaton College) or a credit card number to the Alumnae/i Relations Office with your registration. The cost is $45/night if you have a roommate or $90/night if you room alone. The Taunton Inn will release all unreserved rooms on Sept. 2. If you have not requested a room by registering, contacting the Alumnae/i Relations Office and/or submitted your payment by that date (if necessary) you will be responsible for making your own hotel reservation. These costs will not be eligible for reimbursement.
All meals will be served on-campus during the Conference. Off-campus meals will not be reimbursed. Incidental charges are not eligible for reimbursement.
TRANSPORTATION GUIDELINES
The below listed volunteer groups are eligible for reimbursement of the lowest possible fare up to a maximum of up to $400 if traveling by air and $150 if traveling by train:
- Alumnae/i Association Board of Directors
- Nomination Committee and Recognition Committee
- LGBT Steering Committee
- Annual Giving Committee
- Class Officers of 1963 and 1988 (celebrating the 50th and 25th Reunion in 2013)
- Career Services Volunteers for the Filene Center (with prior approval of staff)
- Reunion’12 Class Officers (or their delegates)
- Class Officers whose class years end in 1, 3, 6 or 8 and 2010.
If you meet the eligibility volunteer guidelines and wish to be reimbursed for your transportation costs, we recommend that you make your travel arrangements through Cleveland Circle Travel in Needham, MA no later than August 29. However, should you find a lower fare (through your own agent, online, etc), contact the Alumnae/i Office for approval before booking your travel, in order to ensure that you can be reimbursed for these expenses.
To make your reservation, e-mail our travel agent, Noel Bryant, at noel@cctravel.com and be sure to request a receipt of your e-mail.
Or, call Cleveland Circle Travel directly between the hours of 8:30 a.m. – 5:00 p.m. Eastern Time, Monday thru Friday:
Outside Massachusetts. . . .1-800-370-4888
Inside Massachusetts . . . . . 1-800-449-6860
Indicate that you are a Wheaton College Alumnae/i Leadership Conference participant. (Cleveland Circle Travel will be provided a list of all alumnae/i volunteers eligible for these benefits.)
A credit card will be required in order to pay for your tickets. You will receive your reservation number and itinerary via e-mail, in order to check your flight online. All eligible volunteers must submit their receipts to the Alumnae/i Office in order to be reimbursed for their travel expenses.
Those traveling by rental car are encouraged to seek the lowest rates available for a compact car and will be reimbursed only for those days they are participating in the Conference and up to a maximum of $45/day. Gasoline and refueling charges are not reimbursable.
Please note that there will NOT be a shuttle service between the hotel and Wheaton. See Bus and Taxi services information.
OTHER GENERAL VOLUNTEER REIMBURSEMENT GUIDELINES
The following Volunteer Reimbursement Guidelines have been established regarding the expenses you incur in connection with your Wheaton volunteer responsibilities:
ALC and other volunteer expenses incurred during the first semester must be submitted to your staff liaison using the Statement of Volunteer Expense Form no later than December 15, 2011 to be eligible for reimbursement.
College staff should be consulted regarding the reimbursement for telephone, postage, supplies and other such expenses prior to incurring these expenses.
| APAC/Admission | 508-286-8251 |
| The Wheaton Fund | 508-286-8226 |
| Alumnae/i Relations | 508-286-8207 |
| Filene Center | 508-286-8211 |
