Expense Reimbursements and Cheque Requests #
Project Lead Volunteers and approved volunteers may request reimbursement for eligible expenses that directly support approved Devxchange charitable activities.
All reimbursement requests must follow the processes outlined on the Member Site and include the required forms and supporting documentation.
Eligible Uses #
Reimbursement requests may include:
- Approved overseas volunteer travel expenses
- Approved project-related expenses in Canada
- Approved travel within Canada
- Cheque swaps where a volunteer has personally covered approved expenses or donations and is being reimbursed
All expenses must align with approved charitable activities, approved budgets, and Devxchange policies.
Overseas Travel Requirements #
Volunteers participating in overseas travel related to Devxchange activities must first complete the Travel Notice process found under the Travel section of the Member Site.
Travel approvals, required documentation, and any applicable policies must be completed before travel-related reimbursements can be considered.
Required Forms #
Volunteers must use the correct forms depending on the reimbursement type:
- Travel Expense Form — for approved overseas travel expenses where receipts are required
- Cheque Request Form — for approved expenses not related to overseas travel
- Mileage Form — for approved Canadian travel and mileage reimbursement requests
Mileage reimbursement requests must include both:
- Mileage Form
- Cheque Request Form
The required forms and submission instructions can be found under the Cheque Requests process section of the Member Site.
Submission Requirements #
To submit a reimbursement request:
- Ensure sufficient funds have been raised or donated to cover the reimbursement amount
- Complete the required forms
- Scan and combine all receipts and supporting documents into one PDF file whenever possible
- Submit the completed forms and supporting documentation through the designated cheque request submission process
If it is the volunteer’s first reimbursement request, banking information or a void cheque may be required for direct deposit setup.
Travel and Mileage Reimbursement #
Travel within Canada may be eligible for reimbursement when:
- The travel directly supports approved Devxchange activities
- Adequate donated or raised funds are available
- Required forms and documentation are submitted
Administrative fees associated with travel fundraising or reimbursement processing may apply.
Unless specifically approved in writing by Devxchange leadership, charitable project funds intended for overseas charitable activities may not be redirected toward personal travel reimbursements, volunteer mileage, or unrelated administrative expenses.
Approval and Compliance #
All reimbursement requests are subject to review and approval by Devxchange leadership and financial oversight personnel.
Devxchange reserves the right to deny reimbursement requests that:
- Lack proper documentation or receipts
- Fall outside approved charitable purposes or budgets
- Do not comply with CRA requirements, Devxchange policies, or grant agreement requirements
- Are connected to overdue reporting, unresolved compliance concerns, or incomplete documentation
Grant Disbursements and Overseas Transfers #
All overseas transfers and charitable disbursements must be processed directly through Devxchange.
Project Lead Volunteers may assist with communication, oversight, reporting support, and transfer coordination, but they do not independently authorize or control charitable funds.
Transfer Requirements #
Before a transfer can be approved:
- A Transfer Request Form must be submitted through the designated transfer request process
- An approved annual budget and planning process must be completed
- Applicable Grant Agreements and required project documentation must be signed and on file
- Financial reports, quarterly updates, and planning requirements must be current
Transfer requests are reviewed by Devxchange leadership and financial oversight personnel before funds are released.
Conditions for Delays or Suspension #
Transfers may be delayed, suspended, or denied if:
- Reports or accounting records are overdue
- Required planning updates are incomplete
- Grant Agreement requirements are not being met
- There are concerns regarding safeguarding, financial accountability, compliance, oversight, or charitable use of funds
- Approved funding is unavailable within the designated project account
Financial Accountability #
All transferred funds must:
- Be used only for approved charitable activities
- Follow the approved budget and Grant Agreement
- Be properly tracked through the Devxchange accounting and reporting system
Grantees and Project Lead Volunteers are responsible for confirming receipt of funds and maintaining accurate financial records and supporting documentation.
Devxchange reserves the right to request additional receipts, reports, banking verification, photos, activity updates, or other supporting materials before or after any transfer is issued.
