Policy 7: Expense Reimbursement

Approved by Board 5 June 2010 (policy effective immediately); Revised by Board 1 October 2011; Changes approved at the AGM of 24 January 2016; Revised by Board 12 August 2023. 

EFFECTIVE DATE

This guideline has been reviewed and approved by the Bytown Board of Directors and is effective immediately.

APPLICATION

This guideline applies to all Bytown Club members and the Technical Director/Coaching Team who incur expenses while working on behalf of the club.

OBJECTIVE

The objective of this guideline is to specify allowable expenses, and outline the process for expense submission and reimbursement.

PRINCIPLES

This guideline is based on three key principles:

• Transparency – all club members will be aware of this guideline and expense reports will be tabled at the Annual Meeting
• Fairness – Club members will be promptly reimbursed for pre-approved expenses incurred
• Fiscal Accountability – All expenses must be aligned with club priorities and they must generally be approved prior to any costs being incurred

ALLOWABLE EXPENSES

The types of club business expenses that may be incurred include:

• Administrative and Meeting Costs: e.g.,  office supplies, photo copies, publicity, parking,
  refreshments, room rentals, locker rental, software services, non-profit registration.
• Club Race or Event Costs: e.g., refreshments, rentals, publicity, prizes, equipment, guest speakers.
• Costs associated with club committee business: e.g,, shipping costs, duty.

Executive members of the Board may be reimbursed for their routine expenses associated with their responsibilities:

• The Technical Director, Coaching Team, and Board Members may be reimbursed for
  accommodation expenses while on travel status.  They may claim $80.00 per diem for meals and any travel expenses as approved by the Board when on travel status; as approved by the Board, to a maximum of $1,200.00 per year.
• Board members may occasionally purchase recognition gifts on behalf of the club. The
  expenditure should be pre-approved by the Executive Board.
• Approved course registration fees for coaching development will be reimbursed.

Representative Race Support:  club bylaws provide for the support of race costs for members who have qualified to race at a provincial or national level..

PROCESS

Any members incurring expenses on behalf of the club must obtain either verbal or written approval and a cost estimate. Expense claim forms must be completed in order for expenses to be reimbursed. 

The reimbursement process is as follows:

• Attain prior approval of the Board for expenditures.
• Complete the expense claim/advance request form and submit it to the Treasurer.
• Advance requests require verbal or written approval from the Board.
• Advance requests must be reconciled against actual expenditures within 30 days of the expense.
• Club member will be reimbursed within two weeks of the submission of the expense form.
• The Treasurer will produce a report that details the club expenses that have been reimbursed to members in each quarter.