CSAB Expense Reimbursement Policy

A.    Policy

It is the policy of CSAB to reimburse its Executive Director, officers, Board representatives, visit observers, and others authorized on official CSAB business for those expenses incurred while traveling or working on behalf of CSAB. Individuals traveling on behalf of CSAB are expected to travel as economically as possible. Unreasonable or unexplained expenses will not be reimbursed.

B.    Procedure

In rendering expense statements, the following guidelines should normally be observed:

Travel:

• Travel that is initiated or required by CSAB for an individual is automatically approved for CSAB reimbursement. Anything not initiated or required by CSAB must get pre-approval from the CSAB ExCom to be eligible for CSAB reimbursement.
  1. Air travel normally should be coach class. If any leg of CSAB-funded air travel exceeds 6 hours, then the individual traveling may, after obtaining prior approval from the CSAB ExCom, book the entire trip as business class (or equivalent). Up to two such approvals are allowed per fiscal year; exceptions to this limit require additional approval by the CSAB ExCom.
  2. The CSAB Executive Director, acting on behalf of the CSAB ExCom, will be responsible for all such approval decisions.
• Private cars should be used for short trips, airport travel, etc., or when driving makes this alternative more economical.
• Car rental should be used only where economy results or where no other suitable alternative is available. The point of departure and destination should be included on the expense statement and a copy of the rental invoice attached.

Housing:

• Receipts for hotel accommodations must be submitted with the expense form.
• Individuals should opt for pre-arranged discount housing when available.
• CSAB will not reimburse for extra-occupancy charges where extra occupants are not CSAB-authorized travelers.

Meals:

• Restaurant meals should be charged at cost including tips.
• Normally, the cost of meals should be individually submitted.
• Receipts submitted for group meals should list all diners.
• Itemized receipts for all meals should be provided.
• No daily meal expense should exceed $100.00 per traveler.
• Barring special circumstances, CSAB will not reimburse for meals provided to non-CSAB-authorized travelers.

General:

• No more than $25.00 will be reimbursed for unsubstantiated expenses incurred in any given day.

Other Expenses:

In the case of unusual expenses, the data and nature of the expense should be included.

Combined Travel Purposes:

In cases where business other than CSAB business is accomplished on a trip, travel, living, and other expenses should be allocated and the amount requested from CSAB indicated as “CSAB portion.”

Above Standard Travel and Accommodations:

If it is desired for personal convenience or preference to use accommodations at a class above normal CSAB practice stipulated herein, (e.g., suite vs. single room), receipts should be attached, but the item on the expense report suitably reduced and indicated as “CSAB portion.”

Submission of Expenses

• Use the form found at https://csab.org/info-for/volunteers/expense-form/ to record all expenses. The form should include
  • the to-from dates of expenses reported (“expense period”)
  • the purpose of travel (“Board meeting”)
  • the full mailing address of the requestor
  • a column for each day of expenses
  • a signature (electronic accepted) and submission date
• Receipts should be scanned and combined with the expense report to be submitted to csab@csab.org as a SINGLE PDF file.
• ACH or wire transfer is preferred as an option for the reimbursement of expenses.
• Expense reports should be processed within 30 business days of receipt.