Subpart A - Authorization

General Manual Title 360 - Human Resources
Part MT428 - NRCS Volunteer Services - Earth Team
Subpart A - Authorization
Section MT428.3

MT428.3 Authorization for payment of incidental expenses, promotional items and tuition expenses.

The following additional guidance will be followed in Montana for providing information regarding volunteer promotional items and reimbursement of incidental expenses and tuition:

D. NRCS may reimburse Montana Earth Team volunteers for actual expense through the use of SF-1164 for the following. These rates are not considered flat rates, but maximums. Rates should be negotiated with volunteer according to each volunteer’s needs, schedules, and other factors.

(1) Transportation to and from work by bus, taxi, or personal vehicle, limited to the current mileage rate that is advantageous to the government. Must be for a 4-hour work day.

(2) Meals (not to exceed $5.00/day) for volunteers working a 6-hour or more work day.

(3) Child or dependent care limited to $4.00/hour, not to exceed $24.00/day, with a 4-hour or more work day.

(4) Tuition costs.

i. Volunteers who are college students enrolled in a certificate or degree program may apply for tuition reimbursement for completing a project under the Earth Team program. To be eligible, a student must be enrolled for internship or independent study credit at an accredited college and receive a passing grade for the project from the college.

ii. Reimbursement is limited to the actual costs of the credits awarded, up to a maximum of $600. Students who meet the qualifications must receive approval for tuition reimbursement prior to enrolling in the class. Requests for pre-approval should be submitted to the state volunteer coordinator for authorization by the state conservationist. Requests for pre-approval should include a project description. Upon course completion, the student must submit a cover letter, copy of their final project report, letter of recommendation from their supervisor, copy of tuition receipt, NRCS-PER-001 volunteer application and NRCS-PER-114 time an attendance forms, their college transcript showing the grade for the project, and an SF-1164 signed by both the volunteer and supervisor to the state volunteer coordinator.

E. Volunteers may request reimbursement once a month by submitting an SF-1164 to the state Earth Team volunteer coordinator. The dollar amount for reimbursement must be no less than $50.00. The volunteer’s social security number must be included on the SF-1164

F. Volunteers will be reimbursed through the National Finance Center’s (NFC) Vendor Express. Volunteers will need to fill out SF-1199A and submit the original, signed copy to the state Earth Team volunteer coordinator prior to requesting reimbursement.

G. NRCS may buy for the volunteer program:

1. Promotional items such as key chains, pencils, buttons, head bands, etc., to hand out at exhibits and talks to groups.

2. Earth Team identity items to present to volunteers after they have spent more than 8 hours in service (T-shirts, sweatshirts, polo shirts, caps, mugs, etc.) Not to exceed $35.00 per volunteer.

Questions regarding this policy should be directed to the state Earth Team volunteer coordinator.

(450-GM, Amendment MT, March 2007)

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Last Modified: 06/20/2007