Book 3 – PART III — EXECUTIVE LIMITATIONS

2 Replies to “Book 3 – PART III — EXECUTIVE LIMITATIONS”

1. In reference to POLICY 5 :
   The question was asked-
   When our BCHI officers travel to a convention or a BOD meeting, should we have a policy to limit the number of nights they can charge for, what options they charge the organization for?

   Yes. BCHI should have a written travel-expense policy that limits reimbursable lodging and clearly identifies which expenses BCHI will pay. This belongs in Book 3—Policies and Procedures.

   I recommend tying reimbursement to the official meeting schedule rather than imposing one fixed number of nights for every event.

   Proposed policy: Officer and Director Travel Expenses

   Purpose

   BCHI may reimburse officers, National Directors, committee members, and other authorized representatives for reasonable and necessary expenses incurred while conducting approved BCHI business.

   Prior authorization

   Travel must be authorized in advance by the Board of Directors, Executive Committee, or an officer designated by the Board. Authorization should identify the event, authorized traveler, reimbursable expenses, and any spending limits.

   Lodging

   BCHI will reimburse lodging expenses only for nights reasonably necessary to attend the authorized event.

   Ordinarily, reimbursable lodging is limited to:

   The night before the event, when travel on the day of the event would be unreasonable or unsafe;
   Each night during the event; and
   The night after the event only when the meeting schedule, distance, weather, road conditions, or safety considerations make same-day return travel unreasonable.

   Additional nights require advance approval whenever practicable. If an emergency or unexpected circumstance makes advance approval impossible, the traveler shall provide a written explanation with the reimbursement request.

   Lodging should be obtained at the event’s negotiated rate, government or nonprofit rate, or another reasonably economical rate. Upgraded rooms, premium accommodations, and additional charges for accompanying family members or guests are personal expenses.

   Transportation

   BCHI may reimburse:

   Personal-vehicle mileage at the rate established annually by the Board;
   Reasonable airfare, normally economy or coach class;
   Rental vehicles when necessary and approved;
   Parking, tolls, shuttle service, taxi, or rideshare expenses;
   Checked-baggage charges when reasonably necessary; and
   Fuel for BCHI-owned or rented vehicles.

   A traveler using a personal vehicle may claim either the approved mileage rate or actual fuel expense, but not both. Mileage reimbursement should be based on the most direct reasonable route.

   Meals

   BCHI may reimburse reasonable meal expenses incurred during authorized travel by either:

   An established daily meal allowance; or
   Actual expenses supported by itemized receipts, subject to a daily limit established by the Board.

   Meals included in registration fees, lodging charges, or provided by the event should not be claimed separately. Alcoholic beverages are not reimbursable.

   Other reimbursable expenses

   BCHI may reimburse:

   Convention or meeting registration fees;
   Necessary telephone, internet, copying, postage, and business-supply expenses;
   Required transportation of BCHI equipment or materials; and
   Other necessary business expenses approved in advance.

   Nonreimbursable expenses

   BCHI will not reimburse:

   Personal entertainment or sightseeing;
   Alcoholic beverages;
   Traffic or parking violations;
   Personal items or services;
   Expenses of spouses, family members, or other guests;
   Room upgrades or additional personal lodging nights;
   Unnecessary travel upgrades;
   Personal portions of a trip combining BCHI business with a vacation; or
   Expenses already paid or reimbursed by another organization.

   Receipts and reimbursement requests

   Itemized receipts are required for lodging, registration, airfare, rental vehicles, and other individual expenses exceeding an amount established by the Board. Reimbursement requests should be submitted within 30 days after the event using the approved BCHI expense form.

   The request must include:

   The business purpose;
   Event name, location, and dates;
   Departure and return dates;
   Itemized expenses and required receipts;
   Mileage calculation, when applicable; and
   Any explanation required for additional lodging or unusual expenses.

   The Treasurer shall review each request for compliance with this policy. A traveler may not give final approval to reimbursement of their own expenses. Disputed or exceptional expenses shall be referred to the President or Board of Directors.

   My recommendation on the number of nights

   Do not simply say “a maximum of two nights” or another fixed number. A convention may last several days, while a regular Board meeting may require only one night.

   A better standard is:

   BCHI will pay for the minimum number of lodging nights reasonably necessary for the authorized person to attend the complete meeting or event safely.

   The Board could supplement this with an event-specific authorization, such as:

   For this Board meeting, BCHI authorizes one night of lodging.

   or:

   For the annual convention, BCHI authorizes lodging beginning the night before the first required session through the final night of required attendance.

   This controls costs while allowing reasonable exceptions for long travel distances, winter driving, meeting schedules, and safety. It also prevents uncertainty about meals, mileage, lodging, registration fees, upgraded rooms, guests, alcohol, and personal vacation days.

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2. In reference to POLICY 5 :
   The question was asked-
   should we state in our governance that if a chapter has more then a certain amount in their chapters bank accounts, that they need to direct that amount to some project?

   Reply