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EXHIBIT 3 <br /> 18 HB Fiscal Polices Et Procedures <br /> • 4: Travel and Business <br /> A. Overview <br /> This section contains policies and procedures related to authorized expenses as incurred while <br /> traveling or conducting business on behalf of and for the benefit of HB. <br /> B. Policies 8t Controls <br /> 1. Obtain pre-approval for out-of-town and overnight travel; keep travel to a reasonable <br /> level. <br /> 2. Try to find a cost-effective mode of transportation. <br /> 3. Submit complete expense reporting, supported with appropriate documentation, on a <br /> timely basis for proper processing. <br /> C. Process Description <br /> The primary purpose for HB employees' travel should be for purposes of executing programmatic <br /> work, pursuing fundraising opportunities with individual and institutional donors, and for strategic <br /> opportunities to increase the visibility, profile, and reputation of HB in accordance with its <br /> strategic goals and objectives. When possible, the traveler should make travel arrangements at <br /> least 30 days in advance to maximize opportunity for lower fares. <br /> Staff traveling on business related to HB are entitled to transportation, hotel accommodations, <br /> meals, and incidentals which meet reasonable standards for convenience, safety, and comfort. <br /> Staff are expected to use discretion and good judgment regarding expenses charged to HB. <br /> Regular commuting costs will not be reimbursed. <br /> 0 Policies around reimbursements represent an organization's values. For example, <br /> a policy stating that staff will receive reimbursement at the end of the pay period <br /> places undue pressure on individuals whose personal finances do not allow them <br /> to wait for such funds. Revisiting an existing policy such as this one helps the <br /> organization benefit from examining whom the policy impacts and how, whether <br /> some individuals or groups might feel the policy's impact disproportionately, and whether the <br /> policy perpetuates inequity. Consider who has access to company credit cards? <br /> Business - <br /> EXPENSE REIMBUR <br /> s <br /> Tourist, coach, or economy class Business class ticket unless <br /> ticket • <br /> Baggage fees for up to one (1) approved in advance; The <br /> Airfare / Rail • bag per traveler will be cost of changing a ticket <br /> reimbursed each way for non work related <br /> Internet used reasons <br /> •Business-related meals or Reasonably-priced meal When meals are provided <br /> meals while traveling on Up to 20% gratuity (by HB, hotel, conference, <br /> business Not to exceed $59 per day for an or other party) <br /> individual when traveling <br /> Ground Transportation Taxi fare plus up to 20% gratuity <br /> and/or public transportation <br /> Rental Vehicles Rental car, gas, tolls, parking, Rental vehicle expenses when <br /> and insurance other modes of transit are <br /> Last updated September 2022 <br />