Policy for Chapter Expense Reimbursements

 

Status: Approved

Last Updated: 2023-09-26

  1. This policy defines the process for submitting, recording, approving, and paying out reimbursements for Chapter expenses paid directly by a Member, including the INCOSE NZ Committee.

  2. Right of refusal. The Committee has the authority to approve or deny reimbursement of any expense, at their discretion unless pre-approved. The Committee has the authority to deny the reimbursement of a pre-approved expense overspend, if the actual cost exceeds the approved estimated cost by more than 10%.

  3. Committee approval required. Prior to submitting an expense reimbursement request, the Member shall receive approval from the Committee.

    • The Member requesting expense reimbursement approval shall provide to a Committee member a written request for expense approval that contains: (a) the Member’s full name; (b) a description of what the expense is for; (c) the estimated total cost of the expense; (d) any other information the Member believes is relevant to the Committee’s approval decision.

    • A simple majority of Committee members shall be required to approve an expense.

    • Requests for expense approval shall be discussed as a standing agenda item at Committee meetings.

  4. Reimbursement request process. A Member shall provide the following information in a written reimbursement request to the Chapter Treasurer: (a) Member Name & email address; (b) INCOSE membership number; (c) bank account details into which funds are to be transferred; (d) requested reimbursement amount in New Zealand Dollars (NZ$); (e) description of how funds were spent; (f) evidence of prior approval from Committee; (g) a receipt of actual expenses showing total expense to be claimed and showing amount of tax/GST paid (e.g. invoice, GST receipt, etc.); (h) if expense was paid in non-NZD, a copy of the actual payment made showing the total expense and currency (e.g. paid invoice, credit card receipt, etc.).

    • Expense claims without prior Committee approval shall be referred to the Committee for consideration. Expense claims without prior approval may be denied or assessed as a request for approval at the Committee’s discretion.

  5. Reimbursement decision process. If the Chapter Treasurer receives a pre-approved reimbursement request that contains all required information (see Reimbursement request process), the Treasurer shall take all of the following actions: (a) record the expense reimbursement in the Chapter Expense/Reimbursement Log; (b) arrange for payment by bank transfer; (c) notify the Member in writing that reimbursement payment was made; (d) notify the Committee at the next meeting that reimbursement payment was made.

    • If the Chapter Treasurer receives a reimbursement request that does not contain all required information, the Chapter Treasurer shall take one of the following actions: (a) request missing or expanded information from the Member; (b) notify the Member that their request is denied with explanation of why; (c) raise the request for consideration by the Committee at the next Committee meeting.

  6. Reimbursement by bank transfer. Reimbursement of approved expenses shall be made by bank transfer using bank details provided by the Member making the reimbursement request.

    • Reimbursement by any other means, such as cash or cheque, shall require written approval by a simple majority of Committee members.

  7. Other information.

    • Reimbursement shall be made in NZ dollars for all reimbursed expenses, including those paid in another currency.

    • If actual cost of an expense is more than 100% greater than original estimated cost (i.e. more than double), then reimbursement request may be denied, at the Committee’s discretion.