PENNSYLVANIA SOCIETY OF PROFESSIONAL ENGINEERS
908 North Second Street, Harrisburg, PA 17102-3119

Expense Reimbursement Form
General Policy. PSPE maintains a policy whereby discretionary expenses incurred by employees or designated members in the course of their duties for the PSPE may be reimbursed if they are ordinary and necessary. An expense will be considered necessary if it is appropriate and helpful to the organization’s business. An expense will be considered ordinary if it is one that is common and accepted in the particular business activity. In addition, all business expenses must be reasonable in amount.

Receipts. All business expenses shall include a receipt when the expense is greater than $15.00 with the exception of mileage and gratuities for PSPE business. For audit purposes, expenses will not be paid without such receipt.

Type of Reimbursement Activity. Qualified individuals will be reimbursed for PSPE related business only. Attendance as a member of a chapter is not considered PSPE business.

Who Qualifies for Reimbursement. The following individuals will be reimbursed for the appropriate expenses:

• PSPE Committees: Mileage, hotel, tolls, meals only if authorized by the Executive Committee.
• PSPE Officers: Mileage, hotel, airfare or other transportation, tolls, bellhops and other gratuities, meals, PSPE-related telephone calls.
• State Director Expenses. Only mileage will be paid. Expenses other than mileage are the responsibility of the Chapter.
• Staff. Mileage, hotel, airfare and other transportation costs, tolls, bellhops and other gratuities, meals related to the function, PSPE-related telephone calls, registration fees.

Mileage/Transportation. Mileage shall be paid at the current Federal Rate. Travel reimbursement shall be for the least expensive of mileage, airfare, or vehicle rental, except where air might be the best manner of travel when time is a consideration. All air travel must be pre-approved by the President.

Committee Expenses. Full reimbursement for expenses at meetings or on Society business only when specifically requested by Executive Committee. Reimbursement is subject to the committee budget.

Expenses Non-Allowable. PSPE will not reimburse for the following expenses: Laundry/Dry-cleaning except under unusual circumstances, personal entertainment, airline and other trip insurance, expenses of spouse and/or family/friends on business trips, unexplained or unaccounted expenses for alcoholic beverages, parking fines, traffic violations.

Appropriate Expense Forms. All expenses shall be submitted on an approved PSPE expense reimbursement form.

Time Period. All expenses for reimbursement shall be submitted within 90 days of when they were incurred to be valid. PSPE is not responsible for any expenses incurred if they are not submitted within this time frame.

Cash Advances. Cash advances may be requested in advance of the meeting. (NOTE: this should be done approximately 30 days prior to event since PSPE requires two signature on all checks issued)

Per Diem. PSPE does not pay a per diem amount.

Other Expenses. Reimbursement is made to PSPE officers and committee chairs for out-of-pocket expenses for postage, telephone calls, etc. upon submission of request for reimbursement with receipts.

Registration Fees. Registration Fees for self only for authorized business.

Postage and Telephone. Actual only if related to PSPE business.

Travel. Authorized travel reimbursement will be paid to the claimant to and from an approved function for a distance no greater than the claimant’s residence to and from said function.

Submission. The signed Expense Reimbursement Form shall be submitted directly to the PSPE Treasurer for approval.

Revised 1/20/2003

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