Reimbursement Policy

It is Free Geek's policy to reimburse employees, volunteers, and board members for all reasonable, ordinary, and necessary expenses incurred which are directly related to conducting Free Geek business.

Guidelines to implementing this policy

 * Reimbursement will generally be made for travel expenses, lodging, meals, parking, registration fees, and other reasonable charges related to Free Geek's interests. Make this list more relevant to FG.
 * The person requesting payment or reimbursement must indicate in writing the relationship of the activity to Free Geek business, must provide a detailed record of the expenditures, and must provide receipts or other appropriate documentation for most charges. A receipt or documentation for any charge over $???? is required.
 * Moderately priced hotel facilities and meals are favored. Where the hotel facilities are dictated by the location of a particular meeting or conference, that factor will take precedence over comparative rates of other establishments.
 * When air travel is required, Free Geek will pay for or reimburse for "coach class" tickets for staff members.
 * Where a choice is present between using a personal car or commercial flights Free Geek reimbursement will be on the basis of the lower actual auto mileage and hotel costs, or coach class air fare plus estimated taxi fares.
 * As a general rule, Free Geek will not reimburse for expenses when incurred by the spouse of an employee. However, when a spouse is included in a group dinner or other event dedicated to Free Geek business, Free Geek will pay for or reimburse the spouse expenses.
 * Any significant travel or other expense by volunteers or employees must be approved in advance by who?? in order to qualify for reimbursement.
 * Free Geek maintains car insurance. Accordingly, an employee who is renting a car on Free Geek business should decline the insurance coverage option. ?????
 * As a part of the regular review of actual and budgeted expenditures, a report of all expenses, paid or reimburse by Free Geek, will be distributed to who????.

Petty Cash
Free Geek maintains a petty cash fund of $????? Whenever possible, Free Geek prefers to disburse money only by check. For those occasions in which a check is not appropriate, the petty cash fund should be used. An individual should present evidence of payment and will be required to sign a petty cash voucher acknowledging receipt of money.