Eastern Division Finance Committee
Division & Region Expense Reimbursement Guidelines
Dec 12th, 2007

The purpose of this memo is to outline more clearly the guidelines for expense reimbursement related to program delivery at the Region and Division levels.  Similar to the guidelines published earlier this year by the ED Finance Committee, this is to serve as a general guide rather than an all encompassing document.  In other words, it is the hope of the ED Finance Committee to educate our Staff Members to better understand when expenses are to be allocated to the Regions or Division.

The general rule of thumb is to keep in mind how an Officer, Program Administrator, or Staff member is represented at a particular event.  If they are required to be at an event by Division, or because their presence is required due to their Division position, their expenses will be reimbursed by the Division.  Expenses to be paid by the Eastern Division include housing, mileage, and meals in accordance with existing Division guidelines.  Below are some examples:

While we owe a great deal of gratitude for the outstanding work our Program Supervisors and Staff Members offer to the Division as a whole, they sometimes act in a Region capacity and when doing so, they will be reimbursed by their Region.  Examples include:

To summarize and reiterate, the Program Supervisors, Staff Members, and Administrators need to be aware of the capacity in which they are serving at a particular event.  The examples cited are not intended to be comprehensive, but rather serve to outline in a broad sense the delineation between Region versus Division expense reimbursement.

If anyone has any questions please contact one or both of the people listed below BEFORE incurring any expenses of which you're not sure.

Contacts:

Rick Knight                   
ED Finance Committee Chair         
860-621-6154                       
Rick@RPKnight.com          

Alex Edwards
47 Dock Street, Plattsburgh, NY 12901-3049
518-563-1600 x1 W
alex@aecocpas.com