Cache la Poudre River National Heritage Area – Heritage CulturalistProgram

Volunteer Time and Expense Report Instructions

Thank you for volunteering for the Cache la Poudre River National Heritage Area through the Heritage Culturalist Program (HCP). You are asked to keep an accurate record of the amount of time and expenses you accrue as a HCP Volunteer.

This report is due at the end of each month via email (preferred) or by mail.

TOTAL TIME, Mileage, and Expenses vs. ACTUAL TIME: The requirement to complete a time sheet may seem at odds with the idea of volunteering your time, but the hours, mileage, and expenses that you and other volunteers contribute have a monetary value attached to them. Because our organization receives federal funding that requires a match, the value of your volunteered time can be used to make up the match. Documenting your hours and expenses allows us to acquire greater benefit from your time and effort.

Additionally, as part of the certification requirement of 40 hours over 2 years, we are tracking the actual time you spent contributing your efforts to the mission of the Poudre Heritage Alliance and the Cache la Poudre River National Heritage Area through your involvement in the Heritage Culturalist Program.

What to document: In short, EVERYTHING! Here is a list of activities you may be taking part in as part of your involvement in the HCP. This list is not meant to be exhaustive:

  • Events Organized and/or Sponsored by the PHA: Promotion of the Heritage Area at an event, i.e. working at the Heritage Area’s booth, set-up and tear-down of event. EXAMPLE: Children’s Water Festivals, Poudre Trail-athlon, PAR for Stroke, Agriculture Fest & Feast, Poudre RiverFest, etc.
  • Programs and Projects: Planning and/or executing a project or program, or conducting historical research/documentation for/with the Heritage Area. These may be PHA directives or created and led by volunteers, but must be approved by PHA staff prior to starting the planning. This category includes meeting with staff and other volunteers, getting the word out about the program/project, executing the program or project, conducting research related to a project, etc. EXAMPLE: Planning bike tours in the Heritage Area which could involve planning and mapping routes, meeting with staff and other volunteers, contacting the city regarding any regulations, promoting the tour to the public, and actually guiding the tour itself.
  • PHA Committee Involvement: Participation on a PHA Committee through meeting attendance and tasks – Programs Committee or External Affairs Committee.
  • Continuing Education: Attending an approved Continuing Education event or activity. Continuing Education Activities count towards TOTAL TIME but not towards the 40 hr/2 yr requirement. Please be sure to list your continuing education activities on your reporting form, but keep in mind that these do not count towards your volunteer time requirement of 40 hours over 2 years.

What activities DO NOT count towards the 40 hr/2 yr requirement and what should I NOT document?

  • Attending an event that the Heritage Area is not involved with, even if the event is related to the river or the area’s history. However, if you’re planning to attend the event and promote the Heritage Area while you are there, please give staff a call so we can chat about your role and give you promotional materials.
  • River clean-up or trail maintenance activities do not generally apply towards the 40 hrs/2 yr requirement. We and the river appreciate your efforts, but our focus is history. You do not need to document clean-up or trail work activities.

If you’re unsure about an event or activity counting towards your 40 hrs/2 yr requirement, please ask! We’d love to hear your ideas for projects, programs, and continuing education! Please direct all questions and completed forms to:

  • Susan Scott at the Poudre Heritage Alliance at or 970-295-4851

Cache la Poudre River National Heritage Area – Heritage Culturalist Volunteer Program

Volunteer Time and Expense Report

Thank you for your contributions to the Cache la Poudre River National Heritage Area.

Please read the report instructions before completing the report form below. Submit your report via email at the end of each month to: or by mail to: Poudre Heritage Alliance, 3745 E. Prospect Rd, Ste. 205, Fort Collins, CO 80525. Questions? Contact Susan Scott via the above email address or at 970-295-4851.

Your name: Click here to enter text.Reporting Month: Click here to enter text.______

Billing Rate – Check one: ______Federal volunteer rate = $25.68 ______Personal billing rate = $Click here to enter text.

Purpose
Please describe/list Activity Below / Date / TOTAL TIME spent on this Activity (including travel time) / ACTUAL TIME spent on activity itself (no travel time) / Mileage / Out of Pocket Expenses / Continuing Education Activity? / PHA Committee-Related Activity?
Activity / Date / Hours / Hours / Miles / Purpose / $ Value / YES or NO / YES or NO