Travel and Non-Travel Reimbursement Procedure
I. PURPOSE
To establish a consistent and uniform process for reimbursing authorized travel and non-travel business expenses for the Oregon Executive Development Institute (OEDI).
II. DEFINITIONS
A. OEDI Board Officer: For purposes of this procedure, Board Officer means the President or Vice President.
B. Authorized Expenses – Travel: Reasonable lodging and meals and personal vehicle mileage at the current IRS rate.
C. Authorized Expenses – Non-travel: Expenses pre-approved by the OEDI board or its designee.
D. Travel Expense Form: The form used to request travel related reimbursement for authorized expenses (ATTACHMENT A).
E. Reimbursement Request Form: The form used to request non-travel related reimbursement for authorized expenses (ATTACHMENT B).
III. ATTACHMENTS
1. Attachment A: Travel Expense Form
2. Attachment B: Reimbursement Request Form
IV. PROCEDURE
1. All requests for reimbursement of authorized expenses must be submitted within 60 days of the date in which the expense is incurred. Payment of incurred expenses will be made within 30 days of the date the reimbursement request is received.
2. All reimbursement requests must be reviewed and approved by a board officer (President, Vice President) and submitted to the Treasurer for payment.
3. Submit the reimbursement request form to the President or Vice President for review. If the request is not approved, the President or Vice President will contact the requester to clear up any concerns or explain why the request is being denied. If the request is approved, the President or Vice President will forward the request form to the Treasurer for review. If the Treasurer denies the request, he/she will contact the President or Vice President to discuss any concerns and the reason for the denial. If the Treasurer approves the request, he/she will send a check to the requester for the appropriate amount.
4. Receipts will be required for all authorized reimbursable expenses. Charge card receipt forms are valid for requesting reimbursement if it is electronically generated with complete details of the purchase. When a receipt is unavailable or lost, a written statement is required by the claimant providing the reason(s). In the absence of satisfactory explanation, a reimbursement may not be allowed.