Reimbursement Policies and Procedures

 

Complete the Reimbursement Form


Expense Reports

  • Expense reports must be submitted using the form linked above within 14 days from date of expense/event. 
  • Receipts/ supporting documents must be attached to the Expense Report. 
  • Reimbursement checks will be received within 4-6 weeks of submission to HQ date, assuming all receipts have been provided and there is approval from the required individual/s.
  • If applicable, Expense Reports require the signature of the individual responsible for the approval.
    • Board Members: Upload expense form and receipts using the form linked above.
    • Director of Finance: Expense form must be approved by President, then upload signed expense form and receipts using the form linked above.
    • Committee Chairs and members: Expense form must be approved by your Board Liaison, then upload signed expense form and receipts using the form linked above.
    • Diversity and Inclusion Scholarship Recipients & PD Grant Recipients: Expense form must be approved by a Scholarship & Grants Committee Chair, then upload signed expense form and receipts using the form linked above.
    • Other: Upload expense form and receipts using the form linked above.

Ground Transportation

  • Travelers must use the most economical means of transport such as public transportation, hotel shuttle vans, airport shuttles to the hotel or a shared (if possible) taxi whenever feasible.
  • Taxi
    • Actual taxi fares, including tips, shall be reimbursed entirely. Tips must be noted on taxi receipts. Receipts are required for reimbursement.
  • Parking and toll expenses shall be reimbursed.
  • Use of a personal vehicle for business purposes supporting the organization shall be reimbursed at the published standard rate per mile according to IRS guidelines.
    • The standard rate is inclusive of fuel, oil, maintenance, insurance and depreciation. As a result, fuel for the personal vehicle will not be reimbursed.
    • Mileage between the traveler’s home and the airport (at prevailing GSA rates) and airport parking fees will be reimbursed. If submitting reimbursement for mileage, documentation (i.e. Google Maps etc.) showing mileage should be uploaded to the Expense Form.

Air Travel

  • Airline tickets should be purchased as soon as travel plans are finalized and not less than 21 days in advance of travel.
  • Economy or coach class travel is required. 
  • Receipts are required for reimbursement. Paper or e-ticket receipts/invoices submitted for reimbursement must contain the following audit elements: Passenger Name, Date(s) of Travel; Origin/Destination of Travel; Fare Basis (coach, business, first class), Ticket Amount, Ticket Number, Credit Card Number charged. Please note that a credit card statement or receipt alone is not sufficient documentation to support airfare expenses.
  • Tips for reasonable and necessary expenses shall be reimbursed.

Lodging

  • Room rates for Board meetings are usually pre-arranged by EACE. Amounts in excess of the EACE meeting rate will not be reimbursed. When lodging is not prearranged, traveler should use sound judgment in obtaining good accommodations at reasonable rates. Room rates over $200 must be approved by the Director of Finance in advance of the stay.
  • Lodging expenses shall be reimbursed for the basic room charge, internet connection fees and applicable taxes.
  • Incidental expenses charged to the room, such as room service, movies and other additional services, shall not be reimbursed.
  • Tips for reasonable and necessary expenses shall be reimbursed.

Meals

  • The lesser of the Government Services Administration (GSA) per diem allowances for meals (click here for GSA breakdown) or actual incurred meal expenses will be reimbursed.
  • Receipts are required for reimbursement. Tips should be noted on meal receipts.
  • Use of alcohol at appropriate organization events is allowed with the prior approval of the Board during the budget process or in other Board action.

Companion Travel

  • Companion travel or travel expenses shall not be routinely reimbursed by the organization. A quorum of the Board may approve companion travel or travel expenses when the travel would clearly be in the interest of EACE. Any expenses allocated to companion travel or travel expenses shall be considered income to the Board Member and reflected in an annual IRS Form 1099 to the Board Member unless they are deemed to be reasonable and necessary to the business interests of EACE.
  • Reasonably priced meals shall be provided for guests at Board meetings and during site visits.

Prohibited Reimbursements

  • Alcohol and controlled substances.
    • It is the policy of the organization to prohibit possession, sales, use, or being under the influence of illegal drugs or alcohol while engaged in the business of the organization.
    • Alcohol and drug abuse shall not be tolerated. Violations of this policy may result in disciplinary action or termination.
    • Use of alcohol at appropriate organization events is allowed with the prior approval of the Board during the budget process or in other Board action.
  • The organization does not routinely provide reimbursement for the following types of expenditures:
    • First-class or charter travel.
    • Tax indemnification and gross-up payments.
    • Discretionary spending accounts.
    • Housing allowance or use of residence for personal use.
    • Payments for business use of personal residence.
    • Health or social organization dues or initiation fees.
    • Personal services (e.g., maid, chauffeur, chef)
    • Fines for traffic and parking violations.
    • Personal travel insurance.
    • Charges resulting from a traveler's failure to cancel guaranteed reservations.
    • Collision damage waiver or personal accident insurance for rental cars.
  • Any reimbursement of such expenses shall require substantiation and approval of the Executive Committee or Board President and Director or Finance prior to reimbursement.