TBM Expense Reimbursement Policy (93-02, supersedes 91-01)

 
Tampa Bay Mensa reimburses certain expenses of our appointed and elected officers, subject to the following rules:

1. Expenses by members on behalf of TBM must be submitted for reimbursement within three months from the date the expenses were incurred or billed, after which time the submission will be rejected.
2. An expense report must be submitted in writing. A standardized form is available from the Treasurer, but any format may be used as long as all necessary information is included. Copies of receipts, invoices, or bills attached to the expense report are adequate proof.
3. Consumable items required to do a specific job (such as staples for our electric staplers) may be purchased as required. Personalized items, such as stationery or business cards, must be approved by the Treasurer or LocSec before being purchased.
4. Tangible items (those that are not consumed during use), such as staplers or paper cutters, must be approved by the Treasurer or LocSec before being purchased. Items costing more than $50 must be approved by the ExComm in advance.
5. All items purchased with TBM's money remain the property of TBM. These items should be clearly marked or segregated, and passed on to the next member in that office. Tangible items should also be reported to the Treasurer for inclusion in our inventory records. All items shoud be purchased in reasonable quantities and at the lowest prices reasonably available.
6. Postage: Itemization of individual letters is not required. Officers whose activities include substantial correspondence may purchase rolls of stamps in advance. These stamps should be kept separate and clearly marked as the property of Tampa Bay Mensa. Postage for special projects, such as mass mailings, should be described in the expense report, and receipts included.
7. Telephone expenses: TBM will reimburse appointed and elected officers for long-distance telephone calls. The expense report must include the date, phone number, and person called. Include the reason for the call if possible. A photocopy of the phone bill is desirable.
8. Travel expenses: No travel expenses for mileage, gasoline, meals, or lodging will be reimbursed unless specifically approved by the ExComm.

This policy was ratified by the Executive Committee of Tampa Bay Mensa at its regularly scheduled meeting on October 17, 1993, and is policy 93-02.

Note: The refreshment reimbursement for official TBM functions was increased from $2 to $3 per person at the 10/25/97 Executive Committee meeting.

Click here for a PDF file you can print out reproducing the standard TBM expense reimbursement form.