Advice To RAWCS Volunteers
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RAWCS Volunteers do a tremendous job throughout the world, providing their time, effort and personal commitment to help others. RAWCS Australia aims to make easier the process of volunteering on RAWCS projects for both Rotary Clubs and individuals involved in porgrams and projects.
The information below relates to some commonly enquired about areas by RAWCS volunteers. Below are some simple procedures to aid with the administrative support RAWCS can provide to volunteers. By following the simple advice and procedures listed below, you can facilitate the administrative process and help your volunteering experience run smoothly and to plan.
Taxation Deductibility
The only recognised RAWCS account that will provide tax deductibility for donations is the "Rotary Australia Overseas Aid Account" (see the RAWCS – Financial Donations page on this site). To obtain a tax deduction for your contribution to a RAWCS Project, it is imperative to follow these simple procedures. If you do not, a claim for tax deductibility may be disallowed by the Australian Taxation Office.
Should You Register Your Project?
When you plan your Project, consider whether you need to register it as an official RAWCS Project. Generally, if you are collecting donations for materials and possibly a Matching Grant, it will be easier to register the project. That way all donations are tax deductible and the RAWCS National Treasurer will find it easier to track the donations. To register a RAWCS Project contact the RAWCS National Project Coordinator John Roberson johnroberson@bigpond.com
A copy of the RAWCS Project Application Form may be obtained by following this link:
RAWCS Project Application Form
Paying for Travel, Meals and Accommodation
Some projects build in the travel, meals and accommodation costs into the total project cost. Other projects (usually where the materials are already provided) expect the volunteer team to cover their own travel, meals and accommodation costs. Which ever method is used, it is imperative that the contributions are paid into the Rotary Australia World Overseas Aid Account (see the RAWCS – Financial Donations page) to obtain tax deductibility. This must be done BEFORE the travel is booked. The National RAWCS Treasurer, Mike Whitehouse should be advised of the travel requirements. Mike will book the travel and return the meals and accommodation balance of the funds together with the tickets to the team leader.
Please note that your taxation deduction is for a donation to the Rotary Australia Overseas Aid Account, not for travel, accommodation and meals costs associated with a RAWCS Project. The Account is able to use donations for the purpose of purchasing travel, accommodation and meals. The Taxation Department is very particular about the wording and what is an acceptable claim.
Team Reports
Team reports are important for two reasons:
1. They provide feedback to the respective RAWCS National Coordinators of total project progress and any difficulties experienced so that future teams can benefit from your experiences, and
2. They provide visibility of the expenditure of money and manpower on RAWCS Projects and this information is helpful in promoting the work undertaken by the volunteers.
So please write a report on your project and send it together with photographs to your RAWCS coordinator.
Application Forms
All RAWCS volunteers need to complete the forms listed below which are to be sent to your Regional Coordinator . They will ensure that the RAWCS insurance company is notified so that you have insurance cover for your trip. These forms also enable the Department of Foreign Affairs and Trade to be notified in case you need their services while overseas.
All volunteers are required to fill out 4 forms (5 in NSW):
- Volunteer Application Form
- Volunteer Agreement Form
- Volunteer Waiver & Liability Release
- Volunteer Medical Form
- Volunteer Child Protection Form (NSW only)
Forms can be downloaded here.
Medical
You are responsible for having a travel medical consultation to ensure you have any necessary inoculations and obtain anti-Malaria medication if necessary.
Police Records Checks
We are currently working with the Australian Federal Police to obtain a Records Check for Rotary Volunteers. When the details have been finalised, they will be posted on this website. Victoria currently has a Working With Children Check but there is no indication of the status of this document overseas. We have no information on which countries are insisting on a Police Records Check for volunteers but some reports suggest that this requirement is becoming more widespread in neighbouring countries.
Passport and Visa Requirements
You will be responsible for obtaining your own visas, if required, and ensuring your passports are valid for your trip and (usually) for a minimum of six months after your intended return date. Please be sure of this as there have been cases where travel was not permitted because of passport validity of less than six months past the intended return date.
Visa requirements can change so it is usually best to contact the embassy or consulate of the country concerned.
Excess Baggage
Many volunteer teams find that they need to carry baggage in excess of that permitted on their ticket. National carriers are usually cooperative in allowing an additional 10kg of excess baggage for Rotary volunteers. Contact the carrier concerned at the highest level. Embassies and Consulates can also be helpful in facilitating this. A letter from the RAWCS National Coordinator for the project confirming the reason for travel may also be useful.
On the job work hard, produce professional results but above all else, HAVE FUN!
The complete listing of projects is available here.
Please note:
Initial contact can be made to the named Rotarian for basic information about each project but then all formal arrangements should be made through your local RAWCS Project Volunteer Regional Coordinator who will ensure all procedures are properly followed