BCSA Travel and Expense Reimbursement Policy
The Board of Directors of Border Collie Society of America (“BCSA”) recognizes that board members and members of the Club may be required to travel or incur other expenses from time to time to conduct Club business and to further the mission of our organization. The purpose of this Policy is to ensure that (a) adequate cost controls are in place, (b) travel and other expenditures are appropriate, and (c) to provide a uniform and consistent approach for the timely reimbursement of actually incurred by Members.
When incurring business expenses, BCSA expects Members to
- exercise discretion and good business judgment with respect to those expenses;
- be cost-conscious and spend Club money as carefully and judiciously as the individual would spend his or her own funds; and
- report expenses, supported by required documentation, as they were actually spent.
Club expenses will not be reimbursed unless the individual requesting reimbursement submits a written Expense Report. If reimbursement is requested, the expense report must be submitted at least monthly or within two weeks of the completion of travel and include:
- the individual’s name;
- if reimbursement for travel is requested, the date, origin, destination and purpose of the trip, including a description of each organization-related activity during the trip;
- the name and affiliation of all people for whom expenses are claimed (i.e., people on whom money is spent (e.g., gifts, meals) in order to conduct Club business); and
- an itemized list of all expenses for which reimbursement is requested.
Receipts are required for all expenditures billed directly to the Club, such as airfare and hotel charges. No expense in excess of $50.00 will be reimbursed to Members unless the individual requesting reimbursement submits with the Expense Report written receipts from each vendor showing the vendor’s name, a description of the services provided (if not otherwise obvious), the date, and the total expenses, including tips (if applicable). A credit card receipt or statement may be used to document the vendor and date of an expense, provided other required details of the expenditure are fully documented.
Organization Credit Cards
If the Club’s Debit card is issued to Members for National Specialty expenses (and other) organization-related expenses, the requirements for regular expense reports, explaining charges, as described above under “Expenses Reports” must still be met, and charges may not be made for “Non-Reimbursable Expenditures” as described below. Failure to meet the Expense Report requirements, or making of inappropriate charges will result in loss of use for the Club’s Debit Card.
General Travel Requirements
Necessity of travel. In determining the reasonableness and necessity of travel expenses, Members and the person authorizing the travel shall consider the ways in which the organization will benefit from the travel and weigh those benefits against the anticipated costs of the travel and alternatives. Less expensive alternatives, such as participation by telephone or video conferencing, or the availability of local programs or training opportunities, shall be considered in this process.
Personal and Judge travel expenses. With advance approval from BCSA’s Board, individuals traveling on behalf of the Club may incorporate personal travel or business with their Club-related trips; however, Members shall not arrange Club travel at a time that is less advantageous to the Club or that involves greater expenses to the Club in order to accommodate personal travel plans. Any additional expenses incurred as a result of personal travel, including but not limited to extra hotel nights, additional stopovers, meals or transportation, are the sole responsibility of the individual and will not be reimbursed by the organization. Expenses associated with travel of an individual’s spouse, family, or friends will not be reimbursed by BCSA.
General. Air travel reservations should be made as far in advance as possible in order to take advantage of possible reduced fares.
Members traveling on behalf of BCSA may be reimbursed at the single room rate for the reasonable cost of hotel accommodations. Convenience, the cost of staying in the city in which the hotel is located, and proximity to other venues on the individual’s itinerary shall be considered in determining reasonableness. Members shall make use of available corporate and discount rates for hotels.
Members traveling on behalf of BCSA will generally be reimbursed on a per meal basis at the following rates when they actually incur the cost of a meal. They will not be reimbursed for meals paid for or provided by others.
Breakfast: $ 7.50
Lunch: $ 12.50
Dinner: $ 25.00
All meals for a day: $ 45.00
Exceptions to the above limits may be made where available meal options require higher expenditures. Exceptions will require a receipt, and must be approved by BCSA Board.
If a member is required to take a Judge or Judges out for dinner, the individual members shall be able to be reimbursed for that meal(s.
Members are expected to use the most economical ground transportation appropriate under the circumstances and should generally use the following, in this order of desirability:
- Courtesy cars. Many hotels have courtesy cars, which will take guests to and from the airport at no charge. Members should take advantage of this free service whenever possible. Another alternative may be a shuttle or bus.
- Taxis. When courtesy cars and airport shuttles are not available, a taxi is often the next most economical and convenient form of transportation when the trip is for a limited time and minimal mileage is involved.
- Rental cars. Car rentals are often expensive, so other forms of transportation should be considered when practical. Members will be allowed to rent a car while out of town provided that the cost is less than alternative methods of transportation.
Members will be compensated for use of their personal cars when used for Club business. When individuals use their personal car for such travel, including travel to and from the airport, mileage will be allowed at the currently approved IRS rate.
In the case of individuals using their personal cars to take a trip that would normally be made by air, mileage will be allowed at the currently approved rate; however, the total mileage reimbursement will not exceed the sum of the lowest available round trip coach airfare (plus the cost of local transportation if it would otherwise be required).
Parking and toll expenses, including charges for hotel parking, incurred by Members traveling on organization business will be reimbursed. The costs of parking tickets, fines, car washes, valet service, etc., are the responsibility of the member and will not be reimbursed.
On-airport parking is permitted for short business trips. For extended trips, Members should use off-airport facilities.
Entertainment and Business Meetings
Reasonable expenses incurred for meetings or other types of business-related entertainment will be reimbursed only if the expenditures are approved in advance by the BCSA Board and would qualify as tax-deductible expenses. Detailed documentation for any such expense must be provided, including
- date and place of entertainment;
- nature of expense;
- name, titles, and club affiliation of those entertained;
- a complete description of the business purpose for the activity, including the specific matter discussed;
- vendor receipts (not credit card receipts or statements) showing the vendor’s name, a description of the services provided, the date, and the total expenses, including tips (if applicable).
Reasonable Club-related telephone and fax charges due to club-related and/or National Specialty related are reimbursable. In addition, reasonable and necessary gratuities that are not covered under meals may be reimbursed.
BCSA maintains a strict policy that expenses in any category that could be perceived as lavish or excessive will not be reimbursed, as such expenses are inappropriate for reimbursement by a Club. Expenses that are not reimbursable include, but are not limited to the following:
- travel insurance;
- first-class tickets or upgrades;
- limousine travel;
- movies, alcohol, or bar costs;• spa or exercise charges;
- business conferences and entertainment, which are not approved by the BCSA Board;
- valet service;
- car washes;
- toiletry articles; and
- expenses for spouses, friends, or relatives (if a spouse, friend or relative accompanies Members on a trip, it is the Member’s responsibility to determine any added cost for double occupancy and related expenses and to make the appropriate adjustment in the reimbursement request).
When lodging accommodations have been arranged by BCSA and Members elects to stay elsewhere, reimbursement is made at the amount no higher than the rate negotiated by BCSA. Reimbursement shall not be made for transportation between the alternate lodging and the meeting site.
Page Updated 04.01.2015