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Policy Title: Expense Reimbursement of AU Representatives and Guests

Policy Number:  AU920                                                                            

Effective Date:         January 1, 1996          

Last Revision:          July 20, 2006           

Introduction

920.01  Reimbursement of Expenses for Attendance at AU Meetings.  The Union will pay for, or reimburse, certain expenses for AU Officers, Directors, Advisors, Appointees, Executive Director (hereinafter referred to as Union “representatives”), and invited guests, incurred in connection with attendance at AU Meetings, as follows:

            A.  Travel expenses for travel by airplane shall be reimbursed at actual cost for coach rate, provided the representative or guest makes a reasonable effort to secure ticking at an advance date in order to secure the most economical travel fare available;

            B.  Travel expenses for travel by private automobile shall be reimbursed at the mileage allowance rate approved by the Internal Revenue Service, per region, for the actual round-trip mileage traveled by the representative or guest.

            C.  Lodging costs (including local and state taxes and charges, if applicable) shall be reimbursed at actual cost for lodging for the representative or guest only;

                 D.  Tools, cab fare, airport parking fees, and other necessary travel expenses shall be reimbursed to the representative or guest;

            E.  A Per Diem of $30.00 per day is established for the Board for AU Officers, Directors, Advisors, Appointees, Union representatives, and invited guests, to cover personal out-of-pocket expenses not covered above during the days in attendance at AU meetings or functions. (Revised 1/02 to reflect actual amount of per diem.) 

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920.02    Reimbursement for Expenses for Attendance at Other Organizations. 

The Union shall reimburse any representative for attendance at meetings of other organizations, provided that the Union Board of Directors as an official representative of the Union officially designates the representative and the meeting attended.

Those expenses, which are reimbursable, shall include all per diems or expenses which are identified in Section 920.01 and the costs of meals of the representative during the period of attendance at the meeting or function.

920.03  Reimbursement for Expenses While on Union Business. 

The Union shall reimburse its Officers, Directors, Advisors, Appointees , Executive Director, and other persons designated by the Board of Directors as official representatives of the Union for expenses occurred in connection with any attendance at any function or for necessary travel on behalf of the Union, in the same manner as provided in Section 920.02 herein.

920.04  Reimbursement for Expenses for Written Correspondence. 

The Union shall reimburse its Officers, Directors, Advisors, Appointees, Executive Director, and other persons designated by the Board of Directors as official representatives of the Union for expenses incurred in connection with mailing or any correspondence related to Union business.  If the expenses of reproduction and /copying and mailing exceed  $50.00, the Union representative shall first inquire with the Executive Director to determine whether or not such expenses could be reduced by utilizing the services procured through the AU itself.  If there are potential savings of 10% or more from using those services, that shall be used instead of the individual services of the representative. 

920.05  Reimbursement- Telephone & Telecommunications Expenses. 

The Union will pay for any necessary telephone expenses incurred by an AU representative in connection with Union business.  If the Union has made arrangements with any provider of long-distance telephone services, those services shall be used unless such use is impossible, and the Union will pay all charges incurred for such services.  IF it is not possible for the Union representative to use AU contracted services, the Union representative may use other such services and shall furnish evidence supporting the expenditure.

920.06   Procedure for Approval of Reimbursement of Expenses. 

Receipts for expenses incurred by Union representatives shall be submitted to the Executive Director as soon as possible.  The Executive Director shall review all receipts or other documentation to ascertain if sufficient information is provided for reimbursable expenses has been submitted, the reimbursement request will be submitted to the Union Treasurer for approval.

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920.07    Approval and Auditing of Expense Reimbursements.

The Union Treasurer shall carefully review any request for reimbursement, which has not been previously approved by the Union Board of Directors (by budget line item or otherwise) in order to determine if such expense is reimbursable under Union policies.  The Treasurer shall likewise review all receipts or other documentation in order to verify that such expenses were reasonable and necessary for Union Business.

920.08  Reimbursement of Ordinance expense.  

The AU will reimburse members in good standing and whose lofts have been certified with the AU, a proportion of legal expenses up to $500 may be paid.  (See AU390)

1. Lofts must have been inspected and certified up to 6 months prior to the original complaint.

2.  A copy of the Law firm statement and or any receipts for out-of-pocket expenses                      is provided.  (revised 7-20-06)

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