Purpose:

This policy's purpose is to prescribe how District employees and directors may be reimbursed for expenditures related to District business.

Scope:

This policy applies to all employees and members of the Board of Directors and is intended to result in no personal gain or loss to an employee or director.

Policy:

Whenever District employees or directors desire to be reimbursed for out-of-pocket expenses for item(s) or service(s) appropriately relating to District business, they shall submit their requests on a reimbursement form approved by the General Manager.  The reimbursement form will include an explanation of the District-related purpose for the expenditure(s), and receipts evidencing each expense shall be attached.

The General Manager will review and approve reimbursement requests.  Reimbursement requests by the Administrative Secretary-Treasurer will be reviewed and approved by the General Manager.  Reimbursement requests by the General Manager will be reviewed and approved by the Board of Directors.

All expenses must be reasonable and necessary, and employees and directors are encouraged to exercise prudence in all expenditures.

The most economical mode and a class of transportation reasonably consistent with scheduling requirements will be used. If a more expensive class of transportation is used, the reimbursable amount will be limited to the cost of the most economical class of transportation available. Reimbursement for the use of personal vehicles will be at the applicable IRS-approved rate.

Expenditures for food and lodging will be moderate and reasonable.

An annual report of all reimbursements will be prepared by the Administrative Secretary-Treasurer and General Manager for review by the Board of Directors at the end of each fiscal year.