Jim Irvine Western Region Treasurer 2515 Queensport Road Woodbury, MN 55125 H: 651-735-6120 E-mail: ja_irvine@hotmail.com

Memo

To: All Region Advisors and Staff

RE: Reimbursements for the current season; updated Sept. 30th, 2001.

I would like to take this opportunity to outline the current Western Region Reimbursement policy. The following is a summary of Region Bylaws:

• Receipts are required for all expenses except meals and mileage.
• Mileage: The level is set at the IRS Charitable guideline, which is currently 14¢/ mile. This is the amount that would be deductible on itemized returns if it were not reimbursed. (Do not deduct mileage that has been reimbursed.) Please list the destination, the actual miles, and the amount @ 14¢/ mile.
• Meals: Breakfast $7.00; Lunch $10.00; Dinner $20.00, tips and taxes included.
• Lodging: The maximum reimbursement is $70.00 /night with receipt. Any amount exceeding that would need approval of the appropriate ARD. You are encouraged to share rooms whenever possible.
• Advances: Requests for advances against budgeted items must be in writing. A voucher must follow up the advance with receipts within 30 days.

Please keep these points in mind when completing the voucher:

• The program name and date should be filled in.
• Expenses should be described and listed in the table.
• Include dates and reasons for meetings and trips (eg. 4/27/01 - 4/28/01 Region BOG Meeting & PR Retreat).
• Meals should be individually listed.
• Sign and print your name with the phone number where you can be reached. If the voucher is assigned to you by the program advisor, it must be signed by the advisor.
• Complete the mailing label clearly. This will be used to mail the reimbursement.

Except for special situations, I will have checks mailed within 1-2 weeks. In most cases, if it is received by Sunday, it will be mailed the next week.

Vouchers must be submitted before June 1. Any vouchers received after June 1, will be held for payment in the next fiscal year or may require board approval.

I look forward to working with you. If you have any questions, please call or email me.

Jim