CAP Reimbursement Policy

[CAPglider792]

Hello all, I wasnt sure where to post this, but I figured since ES activities would fall into this category, I was wondering, what is the CAP policy on Reimbursements? What is and isnt covered? Thanks

[capmaj]

Check out CAPR 173 for financial specifics.

[Brad]

Yep. CAPR 173-1 and moreover CAPR 173-3, "Payment for Mission Support".

[CAPglider792]

Thank you kindly, i am wondering though, what is the difference between " CAP Appropriated funds" and " CAP Corporate Funds"? .

"Business meals and entertainment may not be paid
for or reimbursed with Civil Air Patrol appropriated funds. Business meals and entertainment
may be paid for with CAP corporate funds when authorized by the finance committee. Business
meals and entertainment expenses must be documented on CAPF 170, Business Meals and
Entertainment Form, with detailed receipts (original, scanned or fax copies) with details of the
charges and there must be a written document clearly stating the date, place, individual(s)
attending, and the business purpose of the meal or entertainment. "

[Brad]

Thank you kindly, i am wondering though, what is the difference between " CAP Appropriated funds" and " CAP Corporate Funds"? .

Federal or state funds, aka Air Force / Congress / state money given to CAP, as opposed to money CAP has in it's 501(c)(3) non-profit corporation aspect. Same as there are "A" federally funded missions, "B" state funded missions, and "C" corporate funded missions.

The VERY short version: A & B = appropriated = someone else paid our bill vs C = corporate = we're paying our own (corporate) way.

[Eclipse]

And regardless, if it's ES-related, especially A&B, the reimbursement is going to be for ground and air vehicle fuel, "communications expenses" (generally phone service, even internet can be an issue), and not much else.  Fuel for a generator in use at mission base is not normally an issue, but internet service, unless you can show it was used only for that mission will probably not be aproved.

Per diem & lodging is unusual for anything but a real-world where there's a customer paying the expenses, and consumables like ink, toner, paper, etc., are almost never covered on an A or B, and rarely on a C.

Bottom line, ask before you incur an expense you can't afford to write off.

[CAPglider792]

That makes sense. Reading further into the guidelines I have come across lines about reimbursement for food and things like that. I am guessing that there is a difference between spending money on MREs for meals and going to biscuitville and buying everyone meals as far as where the money is coming from. Am I correct?

[Eclipse]

That makes sense. Reading further into the guidelines I have come across lines about reimbursement for food and things like that. I am guessing that there is a difference between spending money on MREs for meals and going to biscuitville and buying everyone meals as far as where the money is coming from. Am I correct?

No.  In the majority of cases, the USAF will only cover fuel and comm costs for A & B missions. 

C-Missions may be different since it will depend on what the customer or Wing CC authorizes payment for.
Some wing's have state or other appropriations or grants which specifically fund ES operations and related expenses and in those
cases there should be plans and instructions in place that detail what is covered beyond fuel.