• Not every trip from home is eligible for reimbursement. This can seem a little complicated at first. Basically, think about what it would be like to drive to an office every day: You don’t get reimbursed for showing up at work or for driving home afterwards.

    If you travel to a single destination (like to a QVS Day or to buy groceries for retreat), this trip is analogous to a daily commute. It isn’t eligible for reimbursement.

    However, if you travel to multiple destinations on a single day, then the mileage between each location is eligible for reimbursement. You just won’t get paid for the first trip away from home and the last trip back home.

  • If you’re driving somewhere and the trip is eligible for reimbursement, you will be reimbursed for the distance traveled. Please don’t submit gasoline receipts or other expenses for reimbursement.

    QVS reimburses $.29/mile. This rate is higher than the IRS standard mileage reimbursement rate for charitable organizations, and is intended to cover fuel, normal wear and tear and other expenses related to operation of a vehicle. This rate of reimbursement is set by the Finance Committee of the QVS Board and may be changed at their discretion.

  • If a work responsibility requires air travel, you are responsible for booking your own flight. Please plan to book a flight at least two months prior to your departure. Planning ahead reduces the expense of travel. While QVS hopes you will be a frugal traveler, you aren’t expected to fly overnight.

    If your flight is over two hours and you would like to continue working on the plane, QVS will pay up to $30 for you to access in-flight wifi.

    QVS will reimburse you for travel to and from your local airport. If it’s less expensive to pay for longterm parking at or near the airport, QVS will reimburse you for parking.

  • QVS will reimburse up to $15 for an employee meal on a travel day. Obviously, airports are expensive. Pack a lunch!

  • When traveling away from home for QVS, we expect you to stay with local Friends whenever possible. Staying with local Friends stretches our travel budget and helps strengthen the connection between QVS and local Quaker communities.

    If you’ll be away from home for more than 5 days, you can request private lodging for a night. Please talk to your supervisor about the options.

  • Working at QVS allows for a very flexible schedule. You have the freedom to start and end your workday at times that accommodate your preferences and other commitments.

    In the normal flow of your work week, you are encouraged to curtail work hours on some days to makeup for the extra work you do on other days. You don’t need anyone’s permission to do this.

    Our organization is healthier when those doing the work are creating sustainable patterns of work.

  • You’ll probably face a pretty intense work schedule at some point in the year. Some of us are expected to travel several weeks out of the year. Others spend long weekends facilitating an experience for Fellows.

    After an especially grueling season of work, you may need to do more than shorten your work hours for a few days in order to balance the scales.

    Please remember that QVS provides full-time employees with 25 days of vacation time each year. Please schedule your vacation days so you can enjoy this benefit.

    You don’t need to use vacation days your work requires longer hours, weekend work, or more than your usual weekly hours. Talk to your supervisor about taking a complete day (or more) away from work as compensatory time for the extra hours of work.

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