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EXPENSE REIMBURSEMENT POLICY
Reviewed by the Finance Committee & Executive Board
(Revised & Approved by Membership May 14, 2009)
ADVANCES
Expense advances must be pre-approved by the Executive Board (EB). Expense advances may be paid for participation in any convention to which the individual is a duly elected delegate or for conferences that require overnight accommodations. Original receipts must be attached to expense reports. Any advance fees in excess of amounts reported on expense records, and confirmed by receipts, must be returned to the Local Treasurer for deposit into the Local’s bank accounts. Authorized advances must be documented in the minutes of the Membership or Executive Board Meeting.
ARBITRATIONS
Officers and members required to participate in arbitration investigation proceedings shall be reimbursed at the rates established for meeting allowances. All customary expenses will be paid. Any case that the Arbitration Team (Arb Team) chooses to dismiss, and the Local votes to continue, becomes the financial responsibility of the Local.
AUDITS
Audits will be conducted semi-annually in compliance with Local 3142 Constitution Article VII, Section 5, and whenever there is a change in the Treasurers position. Trustees will be paid a $60 allowance for each semi-annual audit. Each trustee will be paid mileage expenses and appropriate meal expenses for any day of the week during the audit. (9-1-05)
AWARDS, GIFTS & MEMORIALS
Awards, gifts and memorials shall not exceed $25 without a vote of the membership at the regular monthly meeting. Note: “Good & Welfare” section of this policy.
COUNCIL 5 CONVENTIONS & CONFERENCES
Elected delegates shall be reimbursed for lost time (up to 5 days) and expenses to attend the Council 5 Conventions. Elected delegates must be confirmed by the membership, with the full list of delegates documented in the Membership Meeting minutes.
Delegates will be paid at their hourly rate of pay only for the hours in actual attendance. Delegates will not be paid for Saturday during the convention unless it is a scheduled day of work at the delegate’s state job and a copy of a signed leave slip is attached to the expense report. Delegates who choose to leave the convention or who do not attend required functions will not be paid for the hours they are absent. Delegates who do not attend Saturday functions will not be reimbursed for Friday night lodging.
Lodging will be provided only for delegates /alternates who reside outside the seven county metro area and live 50 miles or more from the hotel/motel. Lodging will be provided the night before the convention for delegates/alternates who reside outside the seven county metro area and live 50 miles or more from the conference (provided they would be in travel status before 6:00 am).
Delegates must attend entire workshops; all rules and regulations will apply and delegates will be held accountable for their whereabouts. Delegates must stay until the end of General Assembly unless excused. If Lost Time is denied, delegates have the right to appeal to the Executive Board.
CUSTOMARY EXPENSES
Customary expenses shall include mileage, meals, phone calls, parking, lodging – including taxes and fees. Customary expenses may vary according to location, event, and travel needs. Except as noted in this policy, original receipts must be attached to your expense form. Expenses being reimbursed by an employer, another union, or any other source, will not be reimbursed by the Local (No double dipping). NOTE: Any money matters brought to the Treasurer which he/she feels may be excessive will be brought before the Executive Board.
DONATIONS
The Executive Board must approve all donations. All donation requests must be received in writing. All donation requests must be voted upon at regularly scheduled Membership Meetings. Hardship donations to members in good standing may be approved by the Executive Board and will be documented in the meeting minutes.
EDUCATION
Members attending course work for Union related classes may have their tuition reimbursed along with required books and materials. All tuition reimbursements must be requested in writing and must be pre-approved by the Executive Board. Tuition reimbursement will be paid after receiving notification of successful completion of course work.
FINANCE COMMITTEE
The Finance Committee will meet at least twice a year to review and update the Local financial policies and set the annual budget. The Finance Committee will then prepare a report to the Executive Board for review. The general membership will have the final decision for approval, rejection, or change. The updated Expense Reimbursement Policy will be attached to the minutes of the Membership Meeting at the time of adoption. Any appropriate meal expenses and mileage, while attending a Finance Committee Meeting, will be reimbursed. Committee members will be paid mileage reimbursement.
GOOD & WELFARE
Decisions to purchase holiday gifts for Business Agents or gifts for retiring officers or Business Agents shall be the decision of the Executive Board. Officers, stewards, and members processing grievances, investigations or representing members and/or fairshares during investigative procedures shall be reimbursed for necessary expenses including lost time and customary expenses. The grievant may also submit a request for reimbursement expenses.
INTERNATIONAL CONVENTION
The funding for attendance at the International Convention will be for a maximum of five people. Lost time will be paid for no more than forty hours/ week at the member’s regular rate of pay. All expenses and meals will require a dated receipt. Any variation of amounts paid shall be approved by a vote of the Executive Board with a recommendation to the membership at the regular monthly local meeting.
LODGING
Lodging will only be reimbursed for delegates and alternates attending conventions and conferences that reside outside the seven county metro area and live 50 miles or more from the event hotel/motel. Lodging the night before the start of a meeting will be provided if the delegate/alternate would have to leave home prior to 6:00 AM to attend the meeting. Lodging will be authorized for the night following a convention only if the member would not be able to return home until after 10 PM. Lodging for conventions and other functions will be paid at the negotiated rate for the convention/event hotel whenever practicable. Lodging requiring any special accommodations other than handicap or extenuating circumstances is the responsibility of the members, unless pre-approved by the Executive Board. Lodging will be approved for overnights when the cost of lodging and meals would be equal to or less than the actual cost of mileage and expenses for separate drives. i.e.: If the cost to return home would be more than the cost of staying overnight, the local will pay for the overnight expenses (you have the option if you desire to pay the difference). Members will stay at union organized hotels whenever practicable. Members shall locate roommates whenever possible. Receipts must be provided for all lodging.
LOST TIME PAYMENTS
These are payments made to officers or members as compensation for taking uncompensated leave from jobs to perform union duties. Lost time can only be paid
when performing union duties when away from one’s normal state job during normal working hours.
This is payment for individuals suffering a loss of income that is being made up by the union
as lost time. Authorized lost time payments must be documented in the minutes of the membership
or Executive Board meetings. Lost time payments are paid at the same rate as each individual’s
state hourly pay. Lost time payments outside of uncompensated leave from state jobs must be
approved by the Executive Board and the General Membership. There is a 60-day deadline for
the submission of dated
Lost-Time Reimbursement Forms and Expense Reimbursement Forms.
Forms cannot be faxed; they must be mailed or delivered with receipts attached. Forms are
available on www.afscme3142.org
MEALS / PER DIEM
Meal reimbursements may be claimed in travel status when it is impracticable to return home or in overnight situations. Meal reimbursement shall be for the actual cost of meals including reasonable gratuity. All expenses, including meals, will require a dated receipt. Maximum reimbursement for meals including gratuity will be paid as follows:
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| Breakfast |
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$9.00 |
| Lunch |
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$10.00 |
| Dinner |
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$20.00 |
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To be eligible for breakfast you must be in travel before 6:00 a.m., and to be eligible for dinner you must be in travel status after 7:00 p.m. Lunch meals will be paid for Members doing union work more than 35 miles from home or work whichever applies. Members who are eligible for reimbursement of two meals or more in a single day will be reimbursed for the actual cost of the meal up to the combined maximum reimbursement of the eligible meals. Any meals not involving overnight status or not taken in a group setting will be taxed (please indicate the name of at least one person you are dining with for tax/audit purposes). It is not required to have separate receipts when eating in a group setting. Include the names of members whom you are dining with. The total receipt will be divided by the number of persons listed on the receipt and each will be credited with the same amount. Lunch meals may be compensated for all-day union functions with prior approval by the EB. You may not claim reimbursement for meals provided by conventions or training classes. Double-dipping is not allowed.
MEETING ALLOWANCE
Meeting allowances shall be paid for all Union business at the member’s state employment rate of pay. The allowance will be paid for any approved time regardless of the member’s work status for that day. Executive Board members will be reimbursed for mileage to attend Executive Board Meetings and Stewards will be reimbursed mileage for Steward Meetings. Members attending special meetings (trustee audit, finance committee meeting, budget meeting, organizing meetings, etc.) shall be reimbursed mileage to attend. All other meeting allowances must be approved by both the Executive Board and General Membership.
DISBRIBUTION OF MEETING MINUTES
Executive Board members shall receive a copy of the minutes of the Membership and Executive Board meetings. Other members wishing to receive copies of the minutes shall mail a self-addressed stamped envelope to the Local Secretary or provide an e-mail address in person or in writing. The President, Vice President, Secretary, Chief Steward shall receive a copy of each monthly Treasurer’s Report at Executive Board meetings. The updated Expense Reimbursement Policy will be attached to the minutes of the Membership Meeting when it is adopted.
NEGOTIATIONS
The Local will pay lost time and customary expenses for all allotted delegates for Negotiations Assemblies. Supplemental negotiations will be funded by a vote of the membership for the number of delegates above the number allotted by Council 5.
OFFICE EXPENSES
Reasonable office supplies and copies for local business shall be reimbursed with accompanied receipts. Expenses believed to be unreasonable will be reviewed by the Treasurer and forwarded to the Executive Board.
OFFICER ALLOWANCES
The following monthly stipends will be paid to elected officers of Local 3142:
| President |
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$150.00 |
| Vice-President |
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$150.00 |
| Secretary |
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$150.00 |
| Treasurer |
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$150.00 |
| Chief Steward |
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$225.00 |
| Web Master |
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$75.00 |
*Under extenuating circumstances additional Officer Allowances may be reviewed by the Executive Board who will make a recommendation to the membership to vote on.
OUTSIDE EMPLOYMENT
The Local will not reimburse income lost from employment outside the Department of Public Safety. There are no exceptions to this rule.
PARKING
Parking expenses totaling more than $5.00 will require a receipt. Parking expenses include lots, ramps, meters, and bus fares. Receipts are not required for bus fares or meters. Metered parking will be approved to a maximum of $8.00 per day without a receipt. The member shall report hourly rate and total cost on the appropriate expense report.
PAYROLL
All lost time, other than officers’ monthly allowance, will be submitted to the Local Treasurer and forwarded to Council 5 for payment. Council 5 will deduct all appropriate payroll taxes. Advances will only be issued upon receipt of a written request on a per-time basis.
POSTAGE
Postage up to the cost of a roll of 100 First Class stamps and other general postage for local union business will be reimbursed with valid receipts.
PROPERTY / EQUIPMENT
In compliance with Article III, Section P of the AFSCME Financial Standards Code, the Treasurer shall create and maintain a document constituting evidence of ownership by the Local of any property or equipment of any nature. All property, equipment, or supplies purchased with Local funds become assets of the Union.
PROUD SPIRIT
The Proud Spirit may be published up to twelve (12) times per year.
REIMBURSEMENT RECEIPTS
Original receipts must accompany all requests for reimbursement. All meals require receipts by this Local. Meal reimbursements must be for the actual cost of the meal incurred. Reimbursements without proper receipts will not be paid. A Phone bill is the only case in which a copied receipt is acceptable; all other expenses require an original receipt (unless there is prior approval). Credit card statements are not a valid form of receipt. Flight reservations made with a credit card will require a dated receipt from the airline vendor.
TELEPHONE
All long distance phone calls made for Local business shall be reimbursed if documented on an expense form with a copy of the charges and taxes. Members must present a copy of their phone bill. With pre-approval by the Executive Board, Local members may be reimbursed the actual cost of pre-paid phone cards used strictly for union business, or the portion of costs for wireless calls made for official union business.
TELEPHONE HOOKUPS
Telephone hookups will be provided for Greater Minnesota locations. Within the seven county metro area, requests for phone hook-ups will be handled on a per case basis. Requests submitted by members unable to physically attend due to work or ADA considerations would be given priority. All requests for hook-ups must be made either to the Business Agent or to any Executive Board member at least 48 hours in advance of the meeting.
TRAVEL EXPENSES / MILEAGE
Mileage is reimbursed at the current Federal IRS mileage reimbursement business rate
(rate beginning 01-01-09 is 55 cents/mile). Mileage will be reimbursed for Executive Board
Meetings and Steward Meetings. Regular monthly General Membership meetings are excluded from
mileage reimbursement. Costs will be paid for airfare and ground transportation between hotel
and airport on arrival and departure only. Travel reimbursement will be paid at a rate of
the least expensive mode of travel. If renting vehicles is less than using a personal vehicle,
it should be used whenever possible. Car pooling is strongly encouraged. Air travel will be
made up to comparable ground travel and/or visa versa, whichever is the least expensive.
Medical conditions restricting travel will be considered. Additional sightseeing travel
and associated expenses are the responsibility of members.
Local 3142 will reimburse its members for expenses and pay lost time in accordance with its
current policy, unless limited by board action. The EB has the authority to approve changes
or make exceptions when deemed necessary. The Expense Reimbursement Policy will be presented
and voted upon at the General Membership Meeting following EB approval.
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