Volunteer Expense Policy

In accordance with Carleton College policy, volunteers may receive reimbursement of expenses incurred while conducting College business. We encourage volunteers to submit their travel expenses either for reimbursement or to receive a letter from the College that they can use for tax purposes. We no longer transfer the equivalent of those expenses from the AAF/Alumni Relations office budgets to the AAF for individual gift credit.

Volunteers are strongly encouraged to contribute their expenses. However, the College does not wish to limit the participation of any volunteer because of financial restrictions. Alumni engagement is important to the College. Our goal is to ensure that all volunteers can participate, not necessarily to cover all the costs associated with attendance. Please note that you will need to pay up front for your associated travel expenses. You can be reimbursed for the following expenses:

  • Air Travel: The cost of your three-week advance-purchase round-trip coach airfare.  We encourage you to purchase the lowest available airfare from your home city. We have a general guideline of $400 or less for fares, but recognize that from some cities fares may be higher. Questions? Contact staff at 800-729-2586 or alumni-office@carleton.edu.
  • Transportation between the Minneapolis/St. Paul airport and campus: Round-trip cost of transportation up to $100.  We encourage volunteers to carpool when possible.
  • Car Travel: Mileage between your home and campus at 14 cents per mile (the IRS-approved rate for volunteers), or the cost of a three-week advance-purchase round-trip coach airfare, whichever is less.

The following are considered ineligible expenses for reimbursement.  However, you may be able to deduct these types of expenses on your taxes:

  • Travel between your home and your local airport; airport parking
  • Lodging en route to a meeting (if you drive long-distance to campus)
  • Food and beverages en route, or other than those provided during the business portion of the on-campus meeting
  • Airline fees for checked baggage
  • Mileage, if you’ve rented a car (mileage is included in the cost of the rental)
  • Care arrangements for children or pets
  • Gifts for hosts (e.g., if you stay with friends or relatives)

Please note that the IRS requires original receipts for all expenses for the College to process a reimbursement.
Unfortunately, this means that faxed or emailed copies of receipts are not sufficient. We would appreciate receiving your expense statement within 30 days.

To receive reimbursement or a letter for tax purposes, complete the Statement of Volunteer Expenses and return with your receipts to:

Carleton College Alumni Annual Fund
One North College Street
Northfield, MN 55057

If you haven't received reimbursement from Carleton in the past, please also fill out a W-9 form and return the signed first page with your completed Statement of Volunteer Expenses.

Please contact the Alumni Annual Fund at 800-745-2275 or aaf@carleton.edu or Alumni Relations at 800-729-2586 or alumni-office@carleton.edu with any questions regarding this policy.