Policy – Reimbursement of expenses

Purpose

This policy outlines ACIPC’s guidelines for claiming reimbursement of expenses incurred when representing ACIPC.

Scope

This policy applies to all members (including staff members, consultants and contractors).

Policy Statement

The College will reimburse members for reasonable expenses incurred when representing the ACIPC in a clear and transparent manner.

Reasonable Expenses

Expenses will only be reimbursed for the amount actually incurred as shown on a receipt or tax invoice.

Reasonable expenses are incurred when:

• promoting ACIPC’s purpose
• developing ACIPC’s profile
• establishing relationships with relevant organisations

Reasonable expenses include:

• airfares, accommodation, meals, telephone and data (international travel only), transfers and parking, personal car and rental cars covered under the travel policy
• conference registrations and associated travel where the conference has been pre-approved
• meetings expenses and associated travel where the meeting has been pre-approved
• committee meeting expenses where the meeting has been pre-approved
• when ACIPC members dine together while travelling on ACIPC business, it is appropriate for an ACIPC credit card holder to pay for the meal or for one person to arrange payment and submit a reimbursement claim
• when a board member member pays for a meal with a colleague from an organisation associated with ACIPC’s purpose and not-for-profit status

Approval

• Official representation of ACIPC will be approved by the Board, the Executive Management Committee, or the Executive Manager
• Members should contact the office for advice before incurring expenses
• Reimbursement requests must be submitted within 30 days and include receipts, tax invoices and confirmations.
• Reimbursement of travel, accommodation and conferences expense must always be pre-approved
• Reimbursement of other reasonable expenses that are not pre-approved but in line with this policy will be considered by the Executive Manager on a case-by-case basis

Expenses Not Covered

ACIPC will not reimburse:

• expenses that do no accord with our not-for-profit status
• expenses for hospitality for people not associated with or relevant to ACIPC
• expenses for family or friends when accompanying a member on ACIPC travel
• expenses for entertainment, such as unrelated events or shows
• expenses that are claimed as a personal tax deduction
• expenses covered by a directors fee
• expenses covered by a third-party, e.g. a member’s workplace
• expenses not related to representing the College
• expenses that are not incurred, such as when staying with a friend or family member
• late payment interest on personal credit cards
• parking, traffic, or other fines and penalties
• personal expenses on a hotel account

Reimbursement

Reimbursement requests must be submitted within 30 days using the ACIPC Reimbursement Form and include a description of the nature and purpose of the expenses, receipts, tax invoices and confirmations. Receipts and tax invoices will be used to claim GST, where appropriate.

Variations

Any variations from this policy requires prior written approval from the Executive Manager. Non-compliance with the policy may result in non-reimbursement of expenses.