Purpose:

It is the policy of RIMS San Diego Chapter to reimburse chapter officers, directors and volunteers who travel for RIMS related business in accordance with the following procedures.  Everyone is expected to be a good steward of chapter funds at all times.

With respect to travel and business related expenses, it is the policy of the San Diego Chapter to reimburse such expenses if (a) such expense will not be reimbursed by the member’s employer; and (b) the expense cannot be reasonably avoided or reduced by scheduling the meeting or assignment at another time or place (i.e., during the Society's Annual Conference).

Who Is Covered:

Any member traveling on authorized chapter business such as:

1.       The Chapter President, attending the national conference;

2.       The Chapter Officers and Directors attending the Annual Board Retreat;

3.       The Chapter Delegate attending the national House of Delegates meetings;

4.       Any deputy member serving on national committees or the executive council;

5.       Any deputy member representing the chapter* at the West Coast Conference;

6.       Any deputy member representing the chapter* at a Building a Successful Chapter conferences.

Any deputy members accepting positions (#4) or registering for conferences (#5; #6) must have them approved by the board of directors prior to incurring any expenses.  Any additional travel, other than that noted above, must be pre-approved by the Board of Directors.

*Representing the chapter means approved by the Board of Directors.

Expense Guidelines:

Hotels – The chapter does not utilize luxury class hotels, or costs for suites or rooms on executive level floors.  Every effort should be made to find reasonable hotel accommodations depending on geographic location, seasonal travel, etc.  Items such as mini-bar charges, in-room movies, health club fees, etc. are considered personal charges and are not reimbursable.

Meals – Where RIMS or other functions do not provide meals in kind, reasonable expenses incurred for meals while traveling on chapter business will be reimbursed.

Air Travel – Coach travel or tourist class at the lowest available cost should be used at all times. If it can be demonstrated that air travel with a Saturday night stay, that when combined with additional lodging and meal costs would be significantly lower than mid-week travel, the Chapter would hope to incur only the lower cost associated with the Saturday night stay.  This would be applicable for travel to a Monday meeting.

Ground Transportation – Chapter will reimburse reasonable ground transportation costs (i.e., airport to hotel).  Should there be a marked difference in cost for such transportation where a rental car expense would be less, the Chapter will reimburse reasonable rental car expense.

Miscellaneous – Other reasonable expenses such as, sundries, telephone, etc., will be reimbursed by the chapter.

Spouse Travel – The chapter will not reimburse travel expenses incurred by the individual’s spouse or other companion.

Expense Report:

An expense report should be submitted within ten working days or at the next board meeting after incurring expenses.  Receipts are required for lodging, airline travel, car rental, company car expense and any other expense of $25 or more.  Although receipts for expenses under $25 are not required, the individual should make every effort to obtain and include receipts for all expenses.  Original receipts are required.  The chapter can also reimburse the employer for expenses incurred by the individual if necessary.

General Guidelines by Event:

Annual Board Retreat:

Lodging – Chapter pays for lodging at approved hotel for officers and directors for the number of night(s) as approved by the Board of Directors.

Meals – Chapter pays for lunch and dinner for members while at retreat. Guest(s) dinner cost of $25 is individual responsibility.

Transportation – Individuals responsible for transportation costs, other than airfare, if required (e.g., retreat within driving distance).  No airfare for spouses will be reimbursed.

Incidentals – No other costs will be incurred by the Chapter other than those outlined above, unless pre-approved by the Board of Directors.

Building a Successful Chapter Seminars:

Registration – Generally, the Society sponsors two (2) deputy members from the Chapter.  Chapter will have option to send one (1) additional deputy member.

Lodging – Cost of one night stay is included in the attendance offered by the Society.  Chapter pays for one night’s lodging for one (1) additional attendee at the seminar location.

Meals – Included in seminar cost.

Transportation – Chapter pays lowest available coach airfare for attendees to seminar sites greater than 150 miles from San Diego.

Incidentals – No other costs will be incurred by the Chapter other than those outlined above, unless pre-approved by the Board of Directors.

Regional Conferences:

Registration – Chapter pays for one (1) deputy member to attend the Western Regional Conference, or another regional conference if pre-approved by the Board.

Lodging – Chapter pays lodging for deputy member at conference site.

Meals – Chapter will reimburse for meals not included in conference.

Transportation – Chapter pays lowest available coach airfare for attendee to conference sites greater than 150 miles from San Diego.

Incidentals – No other costs will be incurred by the Chapter other than those outlined above, unless pre-approved by the Board of Directors.

RIMS National Conference (President’s Trip):

The Chapter expects every effort to be made for payment of costs associated with attendance of the President at the National Conference by the member company.  Should all or some of these costs not be reimbursed accordingly, a statement of declination will be required from the Chapter President.  To the extent not paid by the member company, the following costs will be reimbursed by the Chapter:

Registration – Chapter pays for Conference registration.

Lodging – Chapter will reimburse associated costs.  The maximum, however, will be calculated at the highest charge for those hotels not in the top 1/3 of participating hotels at the Conference.

Transportation – Chapter pays lowest available coach airfare for attendee to conference sites greater than 150 miles from San Diego.

Meals – Chapter will reimburse for meals not paid or offered as a part of the Conference.  Attendee will be allotted a maximum reimbursement of $50 per day to pay for other meals, gratuities, baggage, etc.  Expenses must be accounted for accordingly.

Incidentals – No other costs will be incurred by the Chapter other than those outlined above, unless pre-approved by the Board of Directors.

House of Delegates Meeting (National Conference):

In the instance where the Chapter’s Delegate is already in attendance at the Conference, no reimbursements will be made by the Chapter.  However, should the subject meeting be the only basis for attendance, the Chapter will reimburse as follows:

Lodging – Chapter pays for one (1) nights’ lodging for Chapter Delegate at the Conference site.

Meals – Chapter will reimburse for meals not included in meeting.

Transportation – Chapter pays lowest available coach airfare for attendee to Conference sites greater than 150 miles from San Diego.

Incidentals – No other costs will be incurred by the Chapter other than those outlined above, unless pre-approved by the Board of Directors.