Board/Staff Expense Policy

This policy shall apply to members of the Board of Directors, Staff, ratified Subcommittee, Co-Chairs and “Significant Volunteers”, where expenses are incurred in the performance of their duties. In general, expenses are handled on a reimbursement basis, where all receipts and backup documentation are provided when claiming the expense. Paying an advance for expenses is not favored. In all cases, the following guidelines apply:

Expenses may be claimed by Board members, Staff, Subcommittee Co-Chairs and “Significant Volunteers”, (or through these people on behalf of someone else, the details of re-payment to be handled between parties involved.)

A “significant volunteer” must be identified as such by the Board by resolution

All Expenses are claimable (but don’t feel that you have to…)

Unless resolved by the Board, expenses incurred more than 45 days prior to any claim will not be accepted for reimbursement.

There must be supporting documentation for all expense claims. Any items claimed without receipts, canceled checks, invoices showing payment, credit card statements, etc., will not be reimbursed.

Up to $30 in travel expenses (bridge tolls, gas charges and the like), and up to $30 in telephone expenses (Pride-related calls or faxes made from home and the like) incurred while on official business for the organization may be claimed, by any or all of the above-designated persons, for any one calendar month (but again, don’t feel that you have to…).

Travel expenses must be substantiated by the amount, time and/or date of
travel, place or location, and business purpose, in addition to all receipts.

Telephone expenses must be substantiated by a photocopy of the phone bill in
question. All calls to be reimbursed must be marked, must indicate the name of the party to whom calls were made, and must indicate the business purpose of the calls.

Any travel or telephone expenses in excess of $30 per month not specifically sanctioned in advance by the Board must be submitted to both the Treasurer and Executive Director for approval.