One of the things that many leaders said they had heard from financial professionals was that three categories of expenses are especially scrutinized by the IRS: reimbursements, petty cash, and employee mileage.
Because of this, it is especially important to create transparent processes for tracking these expenses. For both petty cash and reimbursement requests this should include forms (either electronic or hard copy) and physical or digital locations for storing the forms along with receipts.
Mileage can be tracked exactly and reimbursed at a rate set by the federal government. An alternative for organizations that reimburse staff for recurring trips, like outreach routes, is to reimburse by the trip – basically each trip’s mileage has already been calculated. For instance, if you know your normal outreach route is 12 miles and the federal rate is $.56 per mile, the staff member can simply bill $7 for each time they travel that route.
During our development Harm Reduction Hacks have collected together a large number of resources from around the web you can find these in our resource folder in Google Docs. We are also always looking for more so help us by suggesting any resources we may have missed.
We do not claim that this is an exhaustive set of strategies, shortcuts, or tips for running an SSP. What we do suggest is that Harm Reduction Hacks offers down-to-earth, practical information for being a better leader, starting and running an SSP, and providing syringe access services. We feel we can say this with confidence because the Hacks are based on interviews with, and the experiences of, literally generations of people who have been doing harm reduction work.
Please note that nothing in this guide should be construed as legal advice. Please consult an attorney local to your area to ensure your program is in compliance with all local, state and federal regulations that apply to your situation.