Reimbursement Request
What Is a Reimbursement?
A reimbursement is a payment to someone who paid out of pocket for an HOA-related expense. To qualify, the expense should be:
Necessary and related to HOA business
Authorized or, in a true emergency, reasonably necessary to protect the property or community
Properly documented
Within the approved budget or otherwise approved by the appropriate party
Who Can Request Reimbursement?
· Board Members
· Homeowners
· Committee Members
What Can Be Reimbursed?
✅ Generally Eligible
HOA-related supplies, printing, and postage
Approved committee expenses
Emergency repairs needed to protect property or safety
Other expenses specifically authorized by the board or management
❌ Generally Not Eligible
Personal meals or entertainment
Alcohol
Personal vehicle expenses
Personal legal fees
Gifts or donations without approval
Expenses that were not authorized, unless they involved a true emergency
Expenses that exceed an approved budget without authorization
When in doubt, get approval before spending the money.
What Documentation Is Required?
Every reimbursement request should include:
Completed reimbursement form
Itemized receipt showing vendor, date, items/services, and amount
Description of the expense and why it was necessary
Proof of approval, if required
Supporting documentation when applicable
If you don't have the original receipt, provide a written explanation and any other documentation available, such as a bank or credit card statement. Approval may be subject to board discretion.
How to Submit a Reimbursement
1. Check Whether Pre-Approval Is Required
Pre-approval may not be required for small, routine HOA expenses or true emergencies. When possible, always get written approval before making the purchase.
2. Make the Purchase
Keep your receipt and any supporting documentation. For emergencies, take photos and document your attempts to contact management.
3. Complete the Reimbursement Form
📝 Form Download Form Link: HOA Homeowner Reimbursement Form
Include:
Your name and contact information
Property address, if applicable
Date and amount of the expense
Vendor/payee
Description and reason for the expense
Payment method
Supporting documentation
Sign and date the form.
4. Submit Your Request
Email the completed form and supporting documents to the management company at info@virtualhoa.com , preferably as a PDF.
Subject: Reimbursement Request – [Your Name] – [Property Address]
Keep copies of everything you submit.
5. Allow Time for Processing
Management will review the request for completeness and determine whether additional approval is needed. Requests requiring board approval may take longer depending on the board meeting schedule.
As a general guideline, allow 2–4 weeks for processing. Emergency requests may be reviewed more quickly.
Frequently Asked Questions
✔️ How long do I have to submit a reimbursement?
Whenever possible, submit requests within 30 days of the expense. Older requests may require additional review or may be denied.
✔️ Can I be reimbursed for my time?
Generally, no. Board and committee members are volunteers. Reimbursement is for eligible out-of-pocket expenses, not time or labor.
✔️ What if I lost my receipt?
Provide a written explanation along with any other proof of payment available. Approval is at the discretion of the appropriate approving party.
✔️ What qualifies as an emergency?
An emergency is a situation requiring immediate action to prevent significant property damage, a health or safety hazard, a security issue, or another serious problem.
Examples include burst pipes, fallen trees blocking access, broken security gates, or exposed electrical hazards.
✔️ Can I be reimbursed for meals?
Generally, personal meals are not reimbursable unless specifically approved, such as certain conference expenses or approved board events. Reasonable meeting refreshments may be eligible with approval.
✔️ Can I submit expenses without prior approval?
Routine, small expenses may not require pre-approval, depending on the association’s policy. Larger, unusual, or non-budgeted expenses generally do. When possible, get approval first.
✔️ How do I check the status of my request?
Contact the management company and provide the date you submitted the request and the expense details.
✔️ Can the board approve only part of my request?
Yes. The board may approve eligible portions of an expense and deny portions that do not meet the association’s reimbursement requirements.
Need Help?
For questions about reimbursement requirements, approval, or the status of a request, contact VirtualHOA.com at info@virtualhoa.com .
Quick Reminder
💠 Before spending: Get approval when required.
💠 After spending: Keep your receipt and documentation.
💠 When submitting: Complete the form and explain the expense clearly.
💠 When in doubt: Ask before you spend.