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18 HB Fiscal Polices a Procedures <br /> 'Section - . Business . - <br /> A. Overview <br /> This section contains policies and procedures related to authorized expenses as incurred while <br /> traveling or conducting business on behalf of and for the benefit of HB. <br /> B. Policies & Controls <br /> 1. Obtain pre-approval for out-of-town and overnight travel; keep travel to a reasonable <br /> level. <br /> 2. Try to find a cost-effective mode of transportation. <br /> 3. Submit complete expense reporting, supported with appropriate documentation, on a <br /> timely basis for proper processing. <br /> C. Process Description <br /> The primary purpose for HB employees' travel should be for purposes of executing programmatic <br /> work, pursuing fundraising opportunities with individual and institutional donors, and for strategic <br /> opportunities to increase the visibility, profile, and reputation of HB in accordance with its <br /> strategic goals and objectives. When possible, the traveler should make travel arrangements at <br /> least 30 days in advance to maximize opportunity for lower fares. <br /> Staff traveling on business related to HB are entitled to transportation, hotel accommodations, <br /> meals, and incidentals which meet reasonable standards for convenience, safety, and comfort. <br /> Staff are expected to use discretion and good judgment regarding expenses charged to HB. <br /> Regular commuting costs will not be reimbursed. <br /> 0 Policies around reimbursements represent an organization's values. For example, <br /> a policy stating that staff will receive reimbursement at the end of the pay period <br /> places undue pressure on individuals whose personal finances do not allow them <br /> to wait for such funds. Revisiting an existing policy such as this one helps the <br /> organization benefit from examining whom the policy impacts and how, whether <br /> some individuals or groups might feel the policy's impact disproportionately, and whether the <br /> policy perpetuates inequity. Consider who has access to company credit cards? <br /> Business Expenses <br /> EXPENSE REIMBURSABLE NOT REIMBURSABLE <br /> • Tourist, coach, or economy class Business class ticket unless <br /> ticket <br /> Baggage fees for up t one (1} approved in advance; The <br /> Airfare/ Rail • cost of changing a ticket <br /> bag per traveler will o <br /> r for non work related <br /> reimbursed each way <br /> Internet used reasons <br /> •Business-related meals or 0 Reasonably-priced meal When meals are provided <br /> meals while traveling on ` Up to 20% gratuity (by HB, hotel, conference, <br /> business • Not to exceed $59 per day for an or other party) <br /> individual when traveling <br /> Taxi fare plus up to 20% gratuity <br /> Ground Transportation and/or public transportation <br /> Rental car, gas, tolls, parking, Rental vehicle expenses when <br /> Rental Vehicles and insurance other modes of transit are <br /> Last updated September 2022 <br />