SCMA Fine Print

A. Introduction:
Various expenses are incurred during the conduct of business of the SCMA by its board members, committee chairs and volunteers. This expense reimbursement policy provides members of the SCMA, its officers and volunteers with guidance on what is a legitimate reimbursable expense and provides guidance to the treasurer for making timely reimbursements.

B. Approved reimbursable expense. An expense is approved as a legitimate reimbursable expense if it has been pre-approved by the chair of the board and one other member of the board, or enumerated in a budget approved by the SCMA board, or specifically enumerated as reimbursable as listed in Section E herein. A requestor who is also a member of the SCMA board may not be an approver of his/her own expense.

C. Timely reimbursement. When an expense is reimbursable, the SCMA treasurer shall pay the requestor in a timely manner; normally within five business days following the request by a check drawn on an SCMA account accumulated for that purpose.

D. Proof of expense. Normally the requestor must provide sufficient documentation to prove that the expense has actually been incurred in conducting business on behalf of SCMA. Under rare circumstances, exceptions to sufficient documentation may occur but only with the approval of the chair of the board and one other member of the SCMA board. A person requesting an exception who is also a member of the SCMA board may not be an approver of his/her own request.

E. Reimbursable expenses:
1. Mileage for conducting a pre-ride of an SCMA sponsored ride at the published IRS rate for automobiles or motorcycles, as appropriate.
2. Lodging in a budget hotel incurred during a pre-ride of an SCMA sponsored ride that necessitates an overnight stay (convenience of the requestor is insufficient reason alone).
3. Postage used for SCMA business
4. Stationery, paper and envelopes used for SCMA business
5. Service fees for a dedicated phone connection owned by and used exclusively for SCMA business
6. Equipment and supplies purchased by a member of the board or an appointed SCMA chair for the exclusive purpose of conducting SCMA business with a collective value of less than $50 in any one month and less than $100 in any six month period, provided that the requestor shall report the expense to the SCMA board of directors as its next regularly scheduled meeting or by electronic means but in no case no later than 60 days following the purchase.

F. Non-reimbursable expenses:
1. Household expenses including electricity, gas, rent, mortgage and maintenance
2. Cell phone, cable, satellite and other communication fees for devices owned by the requestor
3. Vehicle loans, leases and maintenance
4. Meal expenses incurred while conducting SCMA business that are not part of a group meal served, purchased or hosted by the requestor at a meeting of the board or an SCMA committee.

G. Reporting requirements. All expenses of the SCMA shall be reported to the executive board and to the general membership at a time and in a manner that assures timely transparency and accountability. Committee chairs shall propose a reporting protocol to the executive board for complying with this section.

Approved by the SCMA Executive Board on July 10, 2010

s/ July 10. 2010
______________________________________________________ _______________
Blake P. Anderson, Chair of the Board Date

s/ July 10, 2010
_____________________________________________________ _______________
Dennis Even, Recording Secretary Date