Volunteer registration form

There are two systems of expense reimbursement: the fixed (flat rate) expense reimbursement or the expense reimbursement based on proven expenses. If you volunteer for two or more organizations and are reimbursed expenses you should choose the same system in each.

To confirm your choice of system, sign the document'Notification of Coordinated Cost Instructions' (.doc). This is also where you make your choice of system. After your choice has been registered in CRM, you can request a refund. 

Cost reimbursement based on proven costs

This system means that you can reclaim certain expenses for which you have permission from your president and which you can prove. So you keep receipts for meals, the bus or train ticket, and you carefully note how many miles you drove your car on behalf of the Red Cross. You must keep these supporting documents for 7 years to present to the tax inspector.

You cannot combine this system with a fixed (flat-rate) expense allowance.

Fixed (flat-rate) expense allowance

The amounts you can get back per day and per year are set by law. Be sure not to exceed them, or you will have to pay taxes on the reimbursements. Within this system, therefore, you do not have to keep supporting documents (receipts, tickets). However, an entity may stipulate that supporting documents must be provided even in this case.

You cannot combine this system with an expense reimbursement based on proven costs. The law does allow you to combine the annual cap with reimbursement of up to 2,000 km of proven transportation costs or its equivalent in public transportation tickets.

Changing systems

You can change reimbursement systems. If you want to change systems, keep in mind that you cannot mix the two systems. You can only change your choice of system at the start of a subsequent calendar year.

To change your reimbursement system, fill out the "Change Expense Reimbursement System" form (.pdf) and submit it to the county seat.

If you are going to incur expenses, you must always notify your president in advance. Only expenses you incurred with the approval of your president can be reimbursed. If your expenses need to be reimbursed by another entity, you must seek approval from that entity's president.

At 'My apps' you will find the 'Cost Recovery' application. When you recover expenses through the web application, the correct documents come directly from the system. You as a volunteer then enter the expenses day by day, and the treasurer processes them into an accounting document. That document follows the normal approval process in your department after which the expenses are paid to you. 

Manual online cost application.

Paper forms are no longer accepted for reimbursement. If you are unable to use the online expense application due to technical difficulties, you may have the reimbursements recorded by your department treasurer.

Should I always submit my expenses to my principal entity?

Expenses are submitted directly to the entity for which they were incurred.

If a volunteer incurs costs on behalf of several entities simultaneously, these costs are borne equally by all entities involved. These costs are paid by the main entity which can recover the share of the other entity(ies) from the latter.

An example: a volunteer is active as an instructor both in his department and at the provincial level. His main entity is his own department. Costs for attending refresher courses in this case can be charged half by his department to the provincial headquarters.

Do I have to make the choice every year between the flat-rate expense reimbursement system and the proven expense reimbursement system?

No, this is not necessary. Your choice is valid until you change it. However, this cannot happen until the start of a subsequent calendar year.

If I opt for the proven expense reimbursement system, does this mean that a tax form 281.50 will be issued automatically, and regardless of the amount of the reimbursement?

No, a tax sheet is only issued for volunteers who have opted for the flat-rate system and have exceeded the ceilings allowed by law. Volunteers who choose the proven expense reimbursement system do not receive a tax sheet but are responsible for following the rules correctly and for keeping all necessary supporting documents. You must be able to present these supporting documents in the event of an audit.

Do I have to choose between the flat-rate expense reimbursement system and the proven expense reimbursement system every year?

No, this is not necessary. Your choice is valid until you change it. However, this cannot happen until the start of a subsequent calendar year.

Does choosing the lump-sum expense reimbursement system mean that I will automatically be paid the maximum annual amount from my principal entity?

No. Opting for the flat-rate reimbursement system means that you can claim a fixed amount for some expenses (e.g. meal allowances) (see the 'Instructions' (.pdf)). You do not have to keep supporting documents for this.

Can I distinguish between entities and/or disciplines when choosing between the flat-rate and proven system of expense reimbursement?

No, the choice of lump sum or proven system applies to all volunteer activities you do, regardless of organization, discipline or entity.

If I choose the flat-rate expense system, I don't have to keep supporting documents, except for the travel allowance. Is that correct?

This is correct.

Is it correct that I may not charge for parking if I choose the flat-rate expense reimbursement system?

This is correct.

Daily and annual caps
What is the point of daily and annual caps and who set them?

The daily and annual caps were set by the federal parliament. The legislature saw this as a means of ensuring that expense reimbursements do not become reimbursement for services rendered. Belgian Red Cross-Flanders , like all other voluntary organizations, must apply these rules correctly.

When calculating the daily and annual caps, should I include expenses paid to me by other organizations I volunteer with?

Indeed, the daily and annual ceilings include the total of all expenses received for volunteering in all organizations you are lide of.

What is the tax rate if you exceed the daily or annual caps?

This depends on your status and income. It is best to consult a tax expert about this. Keep in mind that depending on your status (e.g. benefit recipient, early retirement, etc.) there may be other consequences of additional taxable income. Also note that if the daily or annual ceilings are exceeded, all expenses paid are considered taxable income, not just the amount exceeded.

Should a meal provided by the Red Cross or a third party during an activity (e.g., a preventive aid campaign) be considered an in-kind benefit? Should this meal be counted when calculating daily and annual ceilings?

No, this is not the case.

Can an ambulance provider also receive a flat hourly fee for support at a preventive aid event or SIT (Rapid Intervention Team)?

No, only ambulance providers active in regular patient transportation can receive a flat hourly fee.

Can volunteers active in non-urgent patient transportation combine their lump-sum payments with other proven expenses?

This is only possible under the following conditions:

• their flat-rate costs may not exceed the daily ceiling of 30.82 euros and the annual ceiling of 1,232.92 euros;
• their lump sum expenses may only be combined with the reimbursement of up to 2,000 km of actual travel expenses or the equivalent of this reimbursement in travel by public transport.

Can a professional ambulance operator also work as a volunteer at the 105? If so, can they be compensated for this?

An ambulance operator employed by Belgian Red Cross-Flanders may not work as a volunteer ambulance operator at Belgian Red Cross-Flanders at the same time. If he is employed (as an ambulance driver) by another employer, he may. In the latter case, he can then also be compensated according to the applicable rules.

What costs may be reimbursed to ambulance providers who choose the proven cost system?

These volunteers - like other volunteers who choose this system - may have expenses for travel, parking, meals, phone/gsm and internet/email reimbursed.

Our department conducts patient transportation on an ongoing basis. For this purpose, we use volunteers and staff members. Volunteers have been informed that it is best to opt for the lump sum system. Which system do staff members choose best?

Professional EMTs from Belgian Red Cross-Flanders are not allowed to work as volunteer EMTs at Belgian Red Cross-Flanders. Thus, the choice does not present itself for them. Professional ambulance providers who carry out a voluntary task at Belgian Red Cross-Flanders that is not an extension of their professional activities at Belgian Red Cross-Flanders (e.g. as a teacher, volunteer JRK, Social Assistance...), can choose between the two compensation systems for that voluntary function.

Who is considered an ambulance driver within the regulated patient transportation? Only volunteers with DGH or ZWP or also volunteers who ride along with only a qualification Care?

The two volunteers manning the wagon for all assignments within the regulated patient transportation are considered ambulance drivers. The qualification of both volunteers must be in accordance with applicable regulations, but this is separate from the regulations surrounding expense reimbursement.

What compensation can an ambulance operator count on when working a night shift from 6 p.m. to 6 a.m.?

This ambulance driver is entitled to 2 times 7.44 euros. This is because he worked at least 5 hours on two calendar days. In addition, he is also entitled to one meal allowance of 3.72 euros because he performed an assignment of more than 5 hours. The night shift is one continuous assignment longer than 5 hours. Therefore, he can receive meal allowance for this only once.

I am president (in charge, employee...) of a circle of friends or contact group for volunteer blood givers. Do the arrangements with the Blood Service change regarding the reimbursement of costs incurred by us for the rental of the hall and drinks consumed during the collections?

No, the arrangements with the Blood Service for reimbursement of expenses incurred by friend circles and contact groups remain unchanged. The "coordinated instructions on reimbursement of expenses" do not relate to this.

Can a teacher still receive a flat-rate hourly fee for a training activity paid for by a third party?

No, as of January 1, 2010, this is no longer possible. Teachers can claim the same reimbursement of expenses as other volunteers.

What do I do with charges for photocopies, ink cartridges and paper?

Consumables such as ink cartridges and paper are best purchased directly by the department and provided to you. Services (photocopies, for example) are considered 'expenses advanced'; there is no confusion with expense reimbursements. To reclaim these 'advanced costs', you can use the 'Charges to the Entity' form.

A teacher from our department also teaches in another department. However, our department has borne all the training costs. Can we recover some of the training costs?

It certainly can. If the entity so desires, the cost of employing the instructor(s) may be charged. This fee is not intended for the instructor in question. The latter receives the reimbursement of costs provided for in the coordinated teachings. The following procedure applies:

• Entities that fund training and refresher courses of their instructors may bill 4 euros per hour of training to the entity using the services of their instructors. An entity is, of course, free not to charge this cost in the context of mutual cooperation.
• The entity organizing the classes shall pay the cost reimbursement for the instructor, in accordance with the coordinated teachings, directly to the instructor concerned.

For good measure, the teacher will always notify his entity (his direct supervisor or the president) of requests to teach by other entities.

Can a simulant who opts for the provable expense reimbursement system additionally claim a flat hourly rate?

No, this is not possible. A simulant who chooses the system of provable expense reimbursement renounces the flat-rate hourly reimbursement.

Is it correct that simulants who choose the proven cost system are not allowed to bring in their costs for simulation materials?

This is correct. The department must provide the material itself. If the simulant goes to purchase the material on behalf of the entity, the entity can reimburse this amount. However, it should not be recorded as an expense reimbursement. This is, after all, the entity's advancing expenses. To reclaim these 'expenses advanced', you can use the form 'Expenses charged to the entity'.

Suppose a simulator does not opt for the flat-rate hourly fee of 3 euros. He starts simulating in another department using material from his main entity. What can the main entity then charge?

The main entity can invoice the other department for the material used.

What is meant by a "training activity"?

This is an activity that is part of a training program.

Do the same fees apply to training activities, demonstrations and disaster drills with simulants when organized by third parties?

There are no differences between the cost reimbursement for training activities organized by the own entity and those organized by third parties. There are also no differences between cost reimbursement for free training activities and those for which a third party bears the costs.

Work suit

The Red Cross provides a work suit for the performance of my duties. I work at several entities. Which provincial or local echelon pays for the volunteer's work suit?

The lead entity pays 100% of the work suit. 

• It is possible that the main entity is the department, and that the volunteer is additionally active at the provincial echelon. The main entity, i.e., the department, then pays.
• It is also possible that the main entity is the province, and the volunteer is also active at the departmental level in addition. The main entity, that is, the province, then pays.
• So in both cases, it is the principal entity that pays for the work suit. 

In our entity, the Auxiliary Service volunteers are responsible for the cleanliness (washing and maintenance) of their work clothes. Can they recover their expenses for this?

In principle, your entity should provide for the washing and maintenance of work clothes. In practice, of course, this can be done by the volunteers themselves. If your president agrees, the laundry product can be reimbursed if you submit a supporting document. This expense is considered a cost of the entity advanced by the volunteer, it should not be booked as an expense reimbursement. To reclaim this "cost advanced", you can use the form "Expense charged to the entity" (.xls).

Training

I volunteer and attend training in capacity of my discipline. By which provincial or local echelon are these paid out?

• SIT training is paid for by the provincial echelon everywhere. After all, disaster preparedness is a provincial responsibility. However, the province may then also require that the volunteer in question be effectively active at the provincial level on a regular basis. Who pays, decides: So it is the provincial chairman who approves or disapproves of SIT training.
• All other training of all disciplines (including DGH): the main entity pays 100% of the training. So also Red Cross Youth, Social Assistance ... everything!

Anomalies?

In doing so, each County Chairman retains the right to grant reasoned deviations. For example, a limited reimbursement to a department. However, the possibility of these reasoned exceptions is not communicated to the volunteers involved, to prevent them all from requesting such an exception.

*Main entity: "The main entity is the entity that let you into RKV, that registered you for the 1st time as a volunteer in CRM. The president who signed for your entry into RKV as a volunteer. Usually this remains your main entity. The main entity is indicated in CRM. Each volunteer has only one main entity - you can have many entities, but only one main entity. (In most cases, the main entity is a volunteer's only entity.) The principal entity is the entity where you are entitled to vote in Statutory Elections. Want to change principal entity? That is looked at like any other change, and the same procedure is followed. In doing so, both presidents must be in agreement. It is impossible to determine "top down" what someone's principal entity should be. This is the interaction between the volunteer's freedom of choice, and the chairperson deciding. A volunteer can ask for mutation, but the chairs must agree. A volunteer can always choose to leave an entity, but to access an entity, permission from the chairperson is required."

Medical screening

Red Cross vehicles equipped with priority signals may only be driven by drivers with a medical clearance. A medical screening must be requested and is also paid 100% by the main entity. 

Meals

To receive a meal allowance, the activity must last at least 5 hours. What is understood by "activity"? Should this 5 hours be calculated from leaving the home to perform the task or only for the time you are on site to perform the task?

The principle is that as soon as a volunteer starts his Red Cross activity (i.e. when leaving home) and is away for more than 5 hours as a function of this, a meal allowance may be charged. Even if the assignment extends over two calendar days (e.g. from 6 pm to 6 am the following day), only one meal allowance may be paid.

Should a meal provided by the Red Cross or a third party during an activity (e.g., a preventive aid campaign) be considered an in-kind benefit? Can that meal then be counted when calculating the daily and annual ceilings?

No, this is not the case.

If I choose the flat-rate system, then I am entitled to a meal allowance of 10 euros for an assignment of more than 5 hours. Do I then need proof of expenses?

No, if you choose the flat-rate system, you do not have to submit proof of this meal allowance.

Parking

Is it correct that I may not charge for parking if I choose the flat-rate expense reimbursement system?

This is correct.

Cleaning of premises and/or vehicles

How do we solve the fees for cleaning the trolleys and classrooms?

Fees for cleaning classrooms and vehicles are not allowed. Any equipment needed for this purpose must be provided by the department. The efforts of volunteers are of course greatly appreciated but cannot be reimbursed. If no or insufficient volunteers are available, the department can opt for a solution for which an invoice can be drawn up (e.g. carwash, cleaning company). In addition, cooperation with the municipality can also be considered whereby the municipality has its staff clean the Red Cross premises and may or may not send an invoice to the Red Cross for this. Another solution, of course, is to employ cleaning staff.

Telephone, cell phone

Does the limit of 60 euros per year for phone/mobile expenses also apply if the volunteer has a cell phone on loan from the Red Cross?

No, if the entity pays for the subscription, the limitation of 60 euros per year does not apply. However, volunteers who enjoy this facility cannot combine it with additional reimbursement for telephone/GSM expenses.

How can I charge my phone charges if I call with a "pay and go" card?

You keep the receipt of the purchase. If it is an initial charge, you must attach the receipt to the expense report.

May the "coordinated cost reimbursement instructions" notification form also be transmitted to the department secretary (or provincial or headquarters office, as the case may be) by e-mail?

You may, but it must be a scan of a signed form. A form without a signature is not valid. We do recommend providing the original signed form.

I am a department secretary. What should I do with the signed notification forms from my department's volunteers?

You must remit the forms to your county seat. Always make sure you still have a copy of the document yourself. 

The forms contain a space for a document number. Does each document have a number or must it be entered by the user?

The 'document number' field is provided at the request of some treasurers. Here, upon receipt of the form, the treasurer can enter the unique number by which the document is recorded in the accounts.

The forms contain a space marked "verification discipline (if applicable)" at the bottom. Who should sign here and is this required?

This space is provided for a counter-signature from the person in charge of the discipline (relief service) . However, this is not mandatory. However, the form must be signed by both the applicant and the chairperson concerned.

HOW TO CLAIM YOUR COSTS.