L E A G U E O F S O U T H E A S T E R N C R E D I T U N I O N S , I N C .
TRAVEL EXPENSE POLICY TRAVEL EXPENSE POLICIES For Board and Committee Members of the League of Southeastern Credit Unions, Inc.
TIME LIMITS Those attending board or committee meetings may be paid allowable expenses only for the 24 hours prior to the first meeting and 24 hours succeeding the close of the last meeting at which their attendance is required.
ALLOWABLE EXPENSES The following expenses are allowable by the League: A. Transportation: Travel to the meeting from the permanent residence of the traveler and return should be by the shortest route possible. The following expenses will be approved: (1) the actual commercial fare indicated on receipt vouchers; or (2) the mileage allowance as specified for individuals. (NOTE: Approval for travel by means or routes, other than those stated above, must be obtained in advance from the League treasurer or president.) B. Taxi: Reasonable taxi fares necessary and incidental to the official business for which travel is authorized are allowable. C. Parking: When privately owned car is used, reasonable parking fees are allowable. D. Lodging: Actual cost of room rate for hotel or motel accommodations as arranged for the meeting are allowable. E. Meals: Reasonable cost of meals, including necessary tips, are reimbursed when incurred during travel time and while in attendance at the meeting. Meals paid for other qualified persons must be explained. F. Tips & Other Expenses: Reasonable tips, such as for hotel bellboys, car and/or baggage attendants, are considered allowable. Other necessary expenses incurred by those traveling for the League must be described in writing and receive appropriate approval. (These would include long distance telephone calls, postage and any others not specifically provided for in these policies.)
UNALLOWABLE EXPENSES The following expenses are not allowable by the League: (1) expenses of anyone other than the person specifically authorized to travel on official business; (2) any expense incurred without reasonable effort to transact the business in the most economical manner consistent with reasonable convenience and comfort to the traveler; and (3) committee meeting rooms, other than those arranged for or approved by the League. Reimbursement for First Class travel is prohibited unless preapproved by the Treasurer.
SUBMISSION OF EXPENSE VOUCHERS All vouchers should be submitted to the League office as soon as possible, but no later than 60 days after the meeting. Vouchers will be processed immediately; and if no unauthorized expenses are evident, reimbursement checks will be made by return mail.
APPROVAL OF EXPENSE VOUCHERS All expense vouchers must be approved by the treasurer or president. Any questionable items on which there is disagreement will be referred to the Treasurer for his decision. The decision of the Treasurer will be final. NOTE: The League requires each traveler to keep accurate records and obtain receipts or explanations, thereof, to justify all reimbursable expenses. We believe the above policies are for your benefit under the circumstances. 34
Published on Sep 13, 2011