Payment and Reimbursement Disclosure
Travel Reimbursement Policy
It is the policy of Operation BBQ Relief to provide reimbursement for board members and/or volunteers for pre-approved travel related expenses, including transportation, hotels, and food. These expenses must be reasonable and necessary, as well as job-related, and must be pre-approved in writing by the Executive Director and/or Board of Directors.
Operation BBQ Relief will only reimburse for pre-approved travel related expenses when the board member and/or volunteer provides documentation of the expense with receipts from purchases or other verifiable documentation.
Board members and/or volunteers seeking reimbursement must complete a trip summary which must be fully and accurately completed, and submitted to the Board of Directors. All receipts should be scanned/attached and submitted with the form.
Local travel will be reimbursed through petty cash in accordance with applicable petty cash policies and procedures. This includes reimbursement for transportation by taxi and/or public transportation, and, when pre-approved, use of board members and/or volunteers personal automobile. Operation BBQ Relief will reimburse board members and/or volunteers for the use of their personal automobile in accordance with the federally approved mileage rate for business use of personal vehicles or by direct purchase of fuel.
– Reimbursement of meals when there is no overnight travel should be paid by the organization only when the meal has a defined business purpose.
– For out-of-area travel, Operation BBQ Relief will reimburse all pre-approved travel related actual costs, such as hotel accommodations, transportation to and from the destination, including airline, train or bus tickets, taxicab fares, meals and gratuities etc. Board members and/or volunteers should travel at the lowest available airfare to accommodate the purpose of the business trip.