📅 End of the Month – Plan Ahead

☐ Watch for Kat’s monthly email (last 2 weeks of the month)
☐ Review Participant availability for next month
☐ Choose the date(s) you’re available
☐ Contact Kat by phone or email to request a match

📅 Once You're Paired Up

☐ Kat will send you:
 ✔ Participant’s name & contact info
 ✔ Your scheduled TAVF date

☐ Reach out to your Participant to:
 ✔ Confirm the date, time, and meetup location
 ✔ Ask if they need gear (rod, waders, boots, etc.)
 ✔ If needed, help them complete the Equipment Checkout Form (link/tab above)

📅 The Day Before

☐ Pack your gear and check the weather
☐ Swing by the PHW COS Office (on Fillmore) to pick up bottled water
☐ Optional: Send a reminder text or call to your Participant

🎣 Trip Day

☐ Meet your Participant at the planned location
☐ Choose your flow:
 ☐ a) Treat them to breakfast first
 ☐ b) Fish first, then grab a bite together

☐ Enjoy the day! Share your knowledge, be present, and stay hydrated
☐ Remind them how to return any checked-out gear after the trip

💲 After the Trip | Your Three Options

If you paid out-of-pocket for any part of the trip (like food or mileage), you can choose one of these three routes:

1.     ☐ Submit an Expense Reimbursement Form (ERF)
 • Include itemized receipt(s) (not just card slips)
 • The receipt must clearly show:   – What was ordered
  – That no alcohol was included
  – Any tip you provided (please make sure it’s included in the itemized receipt)
 • Mileage is only reimbursable if your total round trip is 100 miles or more
  > Example: If your total trip is 102 miles, it qualifies for reimbursement. If it's 98 miles, we’ll still submit it to National for consideration—but approval is not guaranteed.
 • Be sure to include your travel story on the form
  > e.g., “Drove from Monument to Falcon to pick up my Participant, then to Deckers and back.”
 • Do not sign the ERF - leave that field blank
 • Submit your completed ERF and receipts to [TBD Contact]
 • Reimbursements typically take 6–8 weeks to process

2.     ☐ Count it as a gift and fill out an In-Kind Donation Form
 • Great if you’d like a tax-deductible donation record

3.     ☐ Count it as a gift, no form needed
 • Also totally fine if you’re simply happy to give back

Email Kat

(719) 440-3682