Policy Statement: When you are traveling and/or incurring business related expenses on behalf of the AFP S.C. Lowcountry Chapter, we rely on you to spend the chapter’s money as prudently as you would your own. The aim of the policy outlined here is to make travel by members as comfortable as possible and to make operations as smooth as possible, while keeping the cost at a minimum level for achieving success.

1.0 INTRODUCTION

1.1 POLICY Members of AFP S.C. Lowcountry Chapter are to be reimbursed for reasonable, necessary and lawful expenditures incurred in connection with authorized business. It is the responsibility of members to familiarize themselves with the substance of this policy. All expenditures that are exceptions to this policy must have prior written approval by the President and/or Treasurer to be considered reimbursable. In the event of unauthorized expenditures, the Chapter maintains the right to deny reimbursement.

This policy may be amended, modified or supplemented from time to time by the Chapter in its sole discretion. Furthermore, this policy does not constitute a contract or other legally binding obligation for the Chapter or any legally enforceable right on behalf of any member.

1.2 SCOPE This policy is issued in order to serve as a reference for members who have been authorized to travel or purchase items on the Chapter’s behalf.

1.3 GENERAL REQUIREMENTS Members are responsible for limiting expenditures while on Chapter business to necessary expenses that are normal and appropriate under the circumstances. It is every member’s responsibility to minimize Chapter expenses. Expenses are to be:

A. Preapproved by the President and/or Treasurer as defined in the Treasurer’s Guidelines.

B. Submitted on a check request form with all documentation to the Chapter Treasurer.

C. Accompanied by receipts for all expenditures.

D. Paid to members in a reasonable time period if they qualify for reimbursement.

1.4 TREASURER’S GUIDELINES Guidelines for budgeted items, check requests, and miscellaneous items:

A. Whenever possible a formal budget will be created for each committee and operational area at the beginning of the calendar year. Committee Chairs will be charged with adhering to their respective budgets. Any significant changes made to the budget (significant being defined as greater than $50) must be approved by the President and/or Treasurer before the cost is incurred. It is always a good idea to involve the President and/or Treasurer any time actual expense items vary from budgeted expense items even if the total budgeted expenditures for the area are unchanged.

B. All unbudgeted expenses over $50 must be approved by the President and/or Treasurer before the cost is incurred.

C. All unbudgeted expenses over $150 must be approved by both the President and the Treasurer.

D. All unbudgeted expenses over $250 must have board approval.

2.0 BUSINESS EXPENSE

2.1 REASONABLE BUSINESS EXPENSE DEFINED Members will be reimbursed for those expenses which:

* Are appropriate to the authorized business undertaken and are prudently incurred.

• Conform to the provisions of this policy statement.

• Conform to the rules established for reimbursement.

• Are valid and necessary in conducting Chapter business. The submission by a member of a request for reimbursement shall be deemed to be a representation and warranty that the expenses submitted thereon comply with this policy.

2.2.1 GENERAL All expenses should be submitted for reimbursement within 6 weeks of the expenditure or the Chapter reserves the right to deny reimbursement.

2.2.2 LODGING As a general guideline, members should use a standard room in a mid-priced hotel such as Hampton Inn or Holiday Inn Express class of hotel when available. When attending conferences or seminars, it is normally best to make reservations at the hotel hosting the event, but be sure that a negotiated rate would be applicable. In the event a hotel room is no longer needed, advise the hotel directly to avoid any "no show" billing charges. Make a note of any cancellation number they may give you. Reimbursements for "no shows" may not be approved and will be the responsibility of the member in whose name the reservation is being held.

$5 – breakfast

$15 – lunch

$25 – dinner

2.2.3.2 ALCOHOL POLICY The Chapter does not reimburse for any alcohol expenses.

2.2.4.1 TRAVEL ARRANGEMENTS

1. Air travel arrangements should be made as far in advance as possible to take advantage of advance purchase fares (at least a 14-day advance purchase is recommended).

2. Changing return flights en-route (same day) within 4 hours of ticketed flight departure resulting in an additional collection or change fee will not be reimbursed. All same-day change fees are to be billed to the member’s credit card.

2.2.6 OTHER TRAVEL EXPENSES Railroad, taxis, and bus fare reimbursement is limited to expenses incurred for Chapter purposes. Reimbursement of telephone and facsimile costs is limited to expenses incurred for Chapter purposes. Hotel telephone surcharges should be avoided.

2.2.7 UNALLOWABLE ITEMS

• Personal entertainment, such as in-room movies.

• Alcoholic beverages/cigarettes.

• Babysitting or child care services.

• Purchase of merchandise, which may be used personally subsequent to a trip, such as shirts, toiletries or novelty items.

• Recreational activities while on a business trip which are not part of scheduled business activities.

• Personal grooming costs, such as barber/hairdresser and shoeshine.

• Personal reading material.

• Parking tickets or fines for moving violations.

• GPS Navigation Devices.

• Travel insurance.

The foregoing list should not be considered all-inclusive. Each questionable item will be reviewed individually as to appropriateness.

2.3.1 Business Meals (meals with other Chapter Members) Cost of food and beverages, including reasonable gratuities, for more than one individual under circumstances generally considered conducive for Chapter discussions are reimbursable. These costs will be reimbursable only when they are preapproved and are accompanied by an adequate receipt, documentation, and full explanation as to the individuals present, business relationship, and nature of business discussed.

2.3.2 Entertainment (with people outside of SC Lowcountry Chapter) The expense of entertaining third parties with whom the Chapter has an important business relationship is reimbursable when:

• such entertainment serves a business purpose

As per the Treasurer’s Guidelines, please seek preapproval at the appropriate level for business meals and entertainment expenses. If it is not possible to get approval ahead of time, please ensure the expenditure meets the requirements stated above and submit using proper documentation, including, a receipt and explanation of individuals present, business relationship and nature of business discussed. Non-preapproved entertainment expenses may not be reimbursed and in such cases will become the responsibility of the individual member.

Expenses will be incurred during normal operations of the Chapter and its special events. Whenever possible a formal budget will be created for each committee and operational area at the beginning of the calendar year. Committee Chairs will be charged with adhering to their respective budgets. Any significant changes made to the budget (significant being defined as greater than $50) must be approved by the President and/or Treasurer before the cost is incurred. It is always a good idea to involve the President and/or Treasurer any time actual expense items vary from budgeted expense items even if the total budgeted expenditures for the area are unchanged.

Please contact the Chapter President and Chapter Treasurer to discuss expense items and to determine the best way to incur those expenses (ie: direct bill, personal purchase for reimbursement, Chapter credit card).