Expense Reporting Documentation

Section IV – Expense Reporting And Reimbursement

 

1. Chapter Reimbursement

BMW CCA, at board discretion, will reimburse chapter representatives who attend BMW CCA sponsored congresses, workshops, or conferences for the following expenses. The Chapter must be in compliance at the time of obtaining reservations. Other expenses incurred are the responsibility of the chapter or their representative. All reimbursement requests must include an itemized list of expenses. Receipts are required unless specifically excepted as set forth below. No reimbursement will be made without receipts. All expenses incurred must meet the requirements defined below and be reasonable and customary. All reimbursement requests are subject to review by the Executive Director and may be questioned and disallowed if considered not reasonable.

1.1 Transportation

Transportation. – One representative per chapter will be reimbursed for transportation costs as follows.

Travel by Air – Chapter representatives must book the lowest 21-day advanced purchase airfare available. Receipts for airfare are required. Ground transportation to/from the destination airport and the hotel will be reimbursed if transportation is not provided by the local chapter.

Travel by personal automobile. A member may use a personal car for travel at the chapter representative’s option. Auto related travel expenses (mileage, tolls, lodging, meals) will be reimbursed up to the cost of airfare. Mileage will be reimbursed at a rate based on the current mileage rate allowed by the IRS and set by the Executive Director. Receipts for tolls are encouraged where possible.

1.2 Meals

Only lunch and dinner will be provided as detailed below.

Lunch – All chapter representatives, who attend the meeting will be provided lunch during the Saturday session.

Dinner – Dinner on Saturday evening will be provided for only one representative per chapter. Additional chapter representatives and/or family members may attend if arrangements are made at least one week in advance with the National Office and the representative or chapter reimburses BMW CCA for the cost of the additional meals.

1.3 Lodging

Up to two nights lodging in a standard double room in the conference hotel will be provided or reimbursed. Where possible chapter representatives are encouraged to share a room, although this is not a requirement.

1.4 No-Show

No show charges will be the responsibility of the chapter representative unless the representative could not possibly cancel the reservation. Documentation is required.

1.5 Reporting Expenses

The National Office will supply an expense report to be filled out and returned. All receipts must be included.

2. BMW CCA Members On Approved Club Business For National

BMW CCA will reimburse members for expenses directly incurred in travel required to conduct BMW CCA business. Personal expenses, personal side trips, or personal convenience items will not be reimbursed.

2.1 Authorization

Travel on BMW CCA business must be authorized either verbally or in writing as is deemed appropriate by the authorizing authority. All BMW CCA business travel must be in the performance of the job duties specified in the Operations Manual or assigned by the President or Board of Directors. The authorization should include the departure and return dates, type or cost of lodging, type or cost of transportation, and a rental car if permitted. Authorization authority must be identified on the expense reimbursement request. Travel without the appropriate authorization will not be reimbursed. Authorization authority is as follows:

Board of Directors – Self authorizing.

President – Authorizes travel for the Executive Director, the National Office Staff, Roundel Editor, and the Roundel Staff, and all other travel not specifically identified below.

Executive Vice-President – Authorizes travel for the Service Representatives listed on the Roundel VIP page, related outside contractors and the Oktoberfest Committee members.

Regional Vice-Presidents – Authorizes travel for chapter members to attend Chapter/Region Congresses, workshops, or any other appropriate activity where chapter representatives meet.

Club Racing Chairman – Authorizes travel for the Club Racing staff in accordance to the Club Racing Financial Operations Manual.

2.2 Transportation

Members and outside contractors travelling on BMW CCA business will be reimbursed for transportation costs as follows:

Airline – The lowest reasonable cost 21-day advanced purchase airfare must be booked. If last minute travel is required, approval is needed from the Executive Director. Receipts for airfare are required.

Personal Car – A personal car may be used for travel to and from the BMW CCA business at the members option so long as the personal auto related travel expenses (mileage, tools, lodging, meals) do not exceed airfare. Mileage will be reimbursed at a rate based on the current mileage rate allowed by the IRS and set by the Executive Director. All tolls will be reimbursed. Receipts for tolls are encouraged where possible. Use of a personal car to and from the airport is permitted.

Taxi – A taxi may be used to and from the airport or to and from meals at the destination when no other option is available or it is the most economical and practical method of transportation. Receipts for taxi are normally required.

Rental Car – Use of a rental car must be authorized in advance. The member will reserve a compact car. If a member rents a more expensive car, the member must pay rental costs over and above the compact rate. Receipts for a rental car are required.

2.3 Meals

Members and outside contractors travelling on BMW CCA business will be reimbursed for meals as follows:

The cost of meals will be reimbursed for the period the member is on BMW CCA business. That time is defined as starting one hour before departure to the time a member returns to his home city. Reimbursement will be for the cost of reasonable actual meal expenses, tips, and beverages taken with meals. Receipts for meals are normally required.

Meal expenses for a member’s spouse/friend in attendance will be reimbursed, if the spouse/friend dines with the group.

Prepaid meals at Congresses, Annual Meeting, etc., will be reimbursed by BMW CCA but meals charged as part of the Oktoberfest Registration are not reimbursable.

If the event being attended provides a meal or food as part of the event, that will be considered the member’s meal. Additional charges for a meal at that time are not appropriate.

2.4 Lodging

Members and outside contractors travelling on BMW CCA business will be reimbursed for lodging costs as follows:

The cost of lodging while on BMW CCA business will be reimbursed. In all cases the lodging costs obtained must not exceed a standard double room. Suites, Executive Floor rooms, and other special extra cost items will be the responsibility of the traveler. Receipts for lodging are required.

Members will be reimbursed any additional charges a hotel may make for lodging if a spouse/friend is travelling with the member and staying in the same room.

Where and whenever possible members are encouraged to share a room, although this is not a requirement.

“No Show” charges resulting from failure to cancel a guaranteed room will be the responsibility of the traveler unless the traveler could not possibly cancel the reservation. Documentation is required.

2.5 Telephone

Members travelling on BMW CCA business will be reimbursed for telephone calls as follows:

A reasonable cost call to notify spouse/friend of safe arrival.

A reasonable cost call to notify spouse/friend of a change of itinerary.

Calls directly related to the conduct of BMW CCA business.

2.6 Miscellaneous

Members travelling on BMW CCA business will be reimbursed for miscellaneous expenses as follows:

Copying – As incurred. Receipts and documentation are required.

Event Registration Fees, except for Drivers School and Autocross Registration Fees, are reimbursable to Board Members and Service Officers if they are authorized to travel to the event and if they will be performing duties relating to their office at or during the event.

Board members who are reimbursed for their expenses will not be eligible for any prizes at that event.

Excess Baggage – Reasonable fees as incurred.

Gasoline purchases for a rental car, if authorized.

2.7 Other Miscellaneous

Members doing authorized BMW CCA business will be reimbursed for miscellaneous expenses such as copying, postage and telephone charges. Receipts are requested.

2.8 Expense Reporting

Travel expenses are submitted to the authorizing authority on a properly completed Travel Expense form within two weeks of the completion of the trip.

All expenses must be itemized. Receipts are required as specified. All expenses incurred must be reasonable and customary and are subject to review.

Any problems found during the review will be referred to the traveler for explanation and correction. After review the expense reports will be forwarded to the Executive Director for payment.

All board members, service officers, staff, and outside contractors are required to submit any and all expense reports to the Executive Director. They must be properly completed and submitted within 30 days of the close of the quarter in which the expense occurred.

The Executive Director will disallow any expense report submitted late and the person shall be required to petition the board at the next regularly scheduled board meeting for reimbursement.

Next: Section V – BMW CCA Bylaws