The intent of
volunteer travel reimbursement is to assist those volunteers who are
economically challenged; are under 40 years old; or are retired or disabled and
can not afford to personally cover the costs of travel, or whose business or
employer can’t assist with the costs of volunteer travel. Further, it is the intent of reimbursement
to cover travel for state officers only to attend out of state meetings, whose
attendance is necessary to further the goals of the society. Chapters who have budgeted solely or
largely volunteer reimbursement as their targeted program of funds being
expended are strongly encouraged to use the members’ money for programs that benefit
all CSPE members.
1. It
shall be policy to reimburse, upon request, reasonable expenses incurred by
officials of the Society when engaged on official business of the Society.
"Officials of the Society" means all statewide elected officers.
2. Request
for reimbursement shall be made by Payment Voucher with receipts attached to it
or electronically with receipts to follow. The Payment Voucher should describe
in sufficient detail for an approving officer/tax auditor to understand, the
nature and purposes of the expense incurred.
Failure to provide receipts will result in 1099’s being issued to the
volunteers and reported to the IRS and State Franchise Tax.
3. Vouchers
shall be submitted within 30 days after the meeting for which expenses were
incurred. The Treasurer may reject vouchers that are submitted more than 60
days after said meeting. In no case will vouchers that are 90 days
or older be honored. For events
occurring near the close of each fiscal year, (June 30th) vouchers must
be submitted by July 31st.
4. The
total for all reimbursement requests are not to exceed the budgeted amount as
approved by the Board. In exceptional
circumstances the Executive Committee may authorize reimbursements beyond the
budgeted amount.
5. If there is a registration fee
for any officer or chairperson for attending a required meeting, THIS FEE IS
REIMBURSABLE. Reimbursement shall be limited to basic
meeting registration fees and does not include separate events such as
professional development seminars and social functions or tours.
6. Claims
for reimbursement from CSPE appropriations for CSPE member participation in
CSPE/NSPE activities will be approved by the Treasurer on demonstration of a
satisfactory report to the CSPE constituent unit, in addition to all other
conditions for reimbursement being satisfied.
Reimbursable
1. Travel
by air at coach rate booked 21 days in advance, including reasonable expenses
to and from the airport and parking.
2. Automobile mileage: By private automobile thirty five(35) cents a mile or actual reimbursement for gasoline.
3. Actual hotel expense, single occupancy, lowest rate.
4. Meal expenses up to $50.00 per 24-hour period.
5. Out of pocket expenses for meeting rooms and materials.
6.
Registration Fees.
1. Personal Property such as tuxedo rental, special garments, personal insurance (flight) policies.