Equal Rights Organization Expense Policy

Introduction

Equal Rights Organization (ERO) is committed to the responsible management of its resources. This expense policy outlines the guidelines and procedures for all expenditures incurred by staff, volunteers, and board members. The policy ensures accountability, transparency, and the appropriate use of the nonprofit’s funds.

Accountability

The Executive Director (ED) holds overall accountability for the nonprofit's expenditures. The ED, along with the Finance Committee, will review and approve all significant expenses. Individual employees, volunteers, and board members must adhere to this policy to ensure proper use of funds.

General Expense Guidelines

1. Reasonable and Necessary Expenses: All expenses must be reasonable, necessary, and directly related to the work of the organization.

2. Prior Approval: Any expense over $200 requires prior written approval from the ED or a designated representative.

3. Documentation: Receipts and a detailed explanation of the expense are required for reimbursement.

4. Expense Reports: Submit expense reports within 30 days of incurring the expense. Reports must include original receipts, purpose of the expense, and approval documentation.

5. Compliance: Non-compliance with this policy may result in non-reimbursement and disciplinary action.

Travel Expense Reimbursement Policy

Pre-Approval

1. Authorization: All travel must be pre-approved in writing by the ED or designated representative.

2. Travel Request Form: Submit a travel request form detailing the purpose, estimated costs, and expected outcomes of the trip.

Air Travel

1. Class of Service: Employees and representatives must book economy class tickets unless pre-approved for a different class due to specific needs.

2. Booking: Use the organization’s preferred travel agent or online booking system.

Accommodation

1. Lodging: Stay at moderately priced, safe, and conveniently located hotels.

2. Approval: Lodging expenses must be pre-approved, and any upgrades must be justified and approved in advance.

Meals and Incidentals

1. Daily Limit: The daily meal allowance is $50 per day, including tips.

2. Receipts: Retain and submit receipts for all meals and incidental expenses.

3. Alcohol: The cost of alcoholic beverages will not be reimbursed.

Ground Transportation

1. Public Transport: Use public transportation where possible.

2. Rental Cars: Rental cars must be pre-approved and justified as necessary.

3. Mileage Reimbursement: Personal vehicle use will be reimbursed at the current IRS mileage rate.

Miscellaneous Travel Expenses

1. Internet: Reimbursement for reasonable internet access charges incurred for work purposes.

2. Phone: Reimbursement for work-related calls if not covered by the organization’s phone plan.

Non-Travel Expenses

Office Supplies and Equipment

1. Pre-Approval: Purchases over $200 require pre-approval from the ED or designated representative.

2. Documentation: Provide receipts and a description of the necessity for the purchase.

Event Expenses

1. Budget: All event expenses must be pre-approved as part of an event budget.

2. Reimbursement: Submit receipts and a detailed description of the expense for reimbursement.

Professional Development

1. Training and Conferences: Pre-approval required for all professional development expenditures.

2. Documentation: Provide proof of attendance and receipts for reimbursement.

Compliance and Review

1. Audit: The Finance Committee will conduct periodic audits of expense reports to ensure compliance.

2. Policy Review: This policy will be reviewed annually and updated as necessary by the ED and the Board of Directors.

Adhering to this expense policy ensures the responsible and transparent use of Equal Rights Organization’s funds. Compliance with these guidelines is mandatory for all staff, volunteers, and board members. By following these procedures, we uphold the integrity and accountability of our organization.

Date Inacted: 2024-05-01