Expense Reimbursement Overview

  • Submission Deadline: All reimbursement requests must be submitted within 30 days of the expense.

Food Reimbursement

  • For single-day events, food costs cannot exceed $13.00 per participant.

Expenses Requiring Pre-Approval

The following items must be approved by PHW National Staff or through the official approval process before purchase:

Travel-Related Expenses

  • Airfare, rental car, taxi, or rideshare (Uber/Lyft)

  • Out-of-state or overnight travel

  • Fuel for travel exceeding 75 miles round trip (written prior approval required)

Supply-Related Expenses

  • To request approval for supplies or equipment, please complete the Purchase Request Form before making any purchase.

Non-Reimbursable Expenses

The following cannot be reimbursed:

  • Personal expenses

  • Travel costs outside PHW policy

  • Hotel costs exceeding government per diem rates

  • Mileage without proper logs or beyond approved limits

Frequently Asked Questions

1. When should I submit my reimbursement request?

Reimbursement requests must be submitted within 30 days of the expense date. Requests submitted after that period may not be approved.

2. Do I need pre-approval before making certain purchases?

Yes. Any travel-related or supply-related expenses that meet the listed criteria must have written pre-approval from PHW National Staff before purchase.

3. What is the process for getting pre-approval?

Contact the Program Lead or Assistant Program Lead before any purchase requiring approval. They will coordinate with PHW National to obtain written authorization.

4. What documentation do I need to include with my reimbursement request?

Attach all receipts, mileage logs (if applicable), and written approvals for any pre-approved expenses.

5. What are the proper mileage logs?

A proper mileage log includes the date, purpose of travel, start and end location, and total miles driven. Logs must be submitted with the reimbursement form.

How to Submit

To request reimbursement, simply complete the Expense Reimbursement Form below.
Be sure to:

  • Fill out all required fields

  • Upload your receipts and supporting documentation

  • Submit the form once everything is attached

Your request will be reviewed, and reimbursement will be processed according to PHW guidelines.