Board/Staff Expense Policy

This policy applies 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:

A. Expenses may be claimed by Board members, Staff, Subcommittee Co-Chairs, and “Significant Volunteers” (or through these individuals on behalf of someone else, with repayment details handled between the parties involved). B. A “Significant Volunteer” must be formally designated as such by Board resolution. C. All legitimate business expenses are claimable. D. Unless resolved otherwise by the Board, expenses incurred more than 45 days prior to submission will not be accepted for reimbursement. E. Supporting documentation is mandatory for all expense claims. Any items claimed without receipts, canceled checks, paid invoices, or credit card statements will not be reimbursed. F. Up to $30 per calendar month in travel expenses (bridge tolls, gas charges, and local transit) and up to $30 per calendar month in telephone expenses (Pride-related calls made from home) incurred while on official business may be claimed. G. Travel expenses must be substantiated by the amount, date/time, destination, business purpose, and receipts. H. Telephone expenses must be substantiated by a marked copy of the itemized phone bill indicating the party called and the business purpose. I. Any travel or telephone expenses exceeding $30 per month not approved in advance by the Board must be submitted to both the Treasurer and Executive Director for authorization.

---

Approved by the Board: 1998