District 83 - Northern New Jersey, Rockland County New York & Staten Island New York

Mileage Reimbursement Policy

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District 83 Mileage Reimbursement Policy for 2025-2026  (10/2025)

 

District 83 will reimburse District Leaders and Chairs for mileage incurred when using personal vehicles for approved District business. Reimbursement will be provided if the journey exceeds 10 miles from the primary residence.

 

Reimbursement is based on the IRS standard mileage rate, which applies to cars, vans, pickups, and panel trucks. This rate covers fuel, maintenance, insurance, registration, and depreciation. Tolls are also reimbursable. Personal or commuting mileage is not eligible.

 

IRS Guidelines & Tax Implications
Volunteers may deduct only 14 cents per mile on their tax return for nonprofit-related travel. If reimbursed above this rate, the excess may be considered taxable income. IRS defines business mileage as travel between two work locations. 

 

For District 83, this includes travel between your primary residence and a Club or District event.

 

Eligible Travel
Reimbursable trips include travel from your primary residence to:

  • Club events (e.g., anniversaries, open houses, Youth Programs)
  • District events (e.g., trainings, contests)

Mileage is not reimbursed for:

  • Attendance at contests not related to your District role
  • Routine Club visits unless pre-approved by the District Director

 

Documentation Requirements
Submit reimbursement requests via Concur with:

  • Completed District 83 Mileage Reimbursement Form
  • Mapping platform showing total mileage for trip (Google Maps, MapQuest, or GPS screenshot)
  • Toll receipts or EZ Pass records

 

Requests must be submitted within 90 days of travel. The final deadline for the Toastmasters year is June 25. Vouchers are accepted but may take up to 60 days to process due to manual handling.

 

Important Notes
Reimbursement within IRS guidelines is not considered taxable income. Any amount exceeding the IRS rate or paid as a lump sum may be taxable. Please consult IRS resources or a tax advisor for guidance. This policy does not constitute tax advice.

 

For questions or approval, contact the District Director.

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