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Board Expense Reimbursement Policy

REIMBURSEMENT FOR ATTENDANCE AT BOARD MEETINGS
(updated 2010)

It is the policy of the NHPCO Board that, if needed, Board members are reimbursed for expenses associated with attending the quarterly Board meetings.  Travel (airline or other modes) reimbursement is limited to the cost of economy class direct travel, i.e., round-trip from the member’s home city to the meeting city.  Every effort to reduce costs and seek lower cost alternatives and economies ought to be undertaken.

Lodging is generally arranged by the NHPCO staff at a selected hotel.  Billing is direct to NHPCO for the room and tax.  Incidental expenses are the responsibility of the Board member.  Personal expenses that are not reimbursable by NHPCO include in-room movies, mini-bar items, dry cleaning, health club and spa, business center (faxes, shipping, etc.) and internet access.

NHPCO will reimburse approved expenses based on meeting attendance as required for the following:

  • NHPCO will reimburse meal expenses up to $55.00 per day.Board members are requested to provide a reasonable distribution of these funds for all meals and to consider meals provided as part of the meeting(s) when requesting meal reimbursements.
  • Airline travel in Economy Class with an advance booking of at least 21 days (change fees or penalties are the responsibility of the Board member).
  • Ground transportation expenses are reimbursed based upon the most practical and economical considerations.
  • Mileage is reimbursed at the government rate.Tolls and parking are reimbursed based on receipts.
  • Guests may share a room with a Board member; however, the member is responsible for paying any additional costs beyond the cost of a single occupancy room.Unless otherwise authorized, expenses associated with guest travel are not reimbursable through NHPCO.
  • Reimbursement for expenses over $25.00 requires the submission of a receipt for the expense.

To obtain reimbursement, receipts should be submitted to the office of the NHPCO President and CEO within 30 days of the meeting. Failure to file within this timeframe will be considered a donation to the organization.  To expedite reimbursement, the organization requests that Board Members utilize the standard NHPCO expense reimbursement form.  Original receipts are required for any expenses over $25.

ROUTINE BOARD EXPENSES
(updated 2006)

It is the policy of the NHPCO Board that NHPCO does not reimburse Board members for postage, printing, long distance calls or secretarial assistance/clerical fees.

In the event that such expenses are too great to be borne individually or by the member’s place of work, the Board member is encouraged to contact NHPCO’s President and CEO.