1. Policy Statement
Family Promise of Puget Sound is committed to fair and responsible stewardship of its financial resources, which includes reimbursing employees for reasonable and necessary business expenses incurred while performing their authorized job duties on behalf of the organization. This policy ensures that employees are not financially burdened by costs directly related to their work for FPOPS.
2. Purpose
The purpose of this policy is to:
* Ensure employees are fairly compensated for legitimate business-related expenses.
* Establish clear, consistent, and transparent guidelines for expense reimbursement.
* Maintain financial accountability and fiscal responsibility within the organization.
* Simplify the process for employees to request and receive reimbursement for approved expenditures.
3. Scope
This policy applies to all paid employees of Family Promise of Puget Sound. In specific, pre-approved circumstances, and at the sole discretion of FPOPS leadership, it may also apply to volunteers or Board members incurring expenses directly related to official FPOPS business or mission activities. All reimbursements are subject to the guidelines outlined herein.
4. Eligible Expenses
Expenses incurred for the direct and necessary conduct of official FPOPS business are generally eligible for reimbursement. Examples of eligible expenses, when properly approved and documented, include:
* Mileage: Reimbursement for the use of a personal vehicle for approved business travel (e.g., individual served visits, attending off-site meetings, program-related errands) away from the employee’s regular FPOPS workplace. Mileage will be reimbursed at the current IRS standard mileage rate for business use, as updated annually. Regular commuting costs between an employee’s home and their primary FPOPS workplace are generally not reimbursable.
* Transportation Costs: Expenses for public transportation (bus, train), ride-sharing services (e.g., Uber/Lyft for business travel), taxi fares, tolls, and parking fees incurred for approved business travel.
* Approved Business Travel Expenses: Costs associated with approved overnight or extended business travel, which may include:
* Lodging: Reasonable hotel or accommodation costs.
* Meals: Reasonable meal expenses while traveling for business (not for routine daily lunches at the primary workplace).
* Conference/Meeting Registration Fees: Fees for pre-approved professional development, conferences, workshops, or required meetings.
* Business-Related Communication Costs: Costs for telephone calls, internet access (if required for approved remote work not covered by a stipend), or other communication services specifically incurred for FPOPS business while away from the office, if not otherwise provided or covered.
* Monthly reimbursement for the business use of a personal cell phone, up to a maximum of [$25] per month, provided the phone is used for necessary FPOPS business communications and the employee follows the established reimbursement procedures.
* Supplies: Emergency or incidental purchases of minor supplies or materials explicitly required for an FPOPS event or program activity when prior arrangements could not be made.
5. Procedures for Requesting Reimbursement
To ensure timely and accurate reimbursement, the following procedures must be followed:
* Expense Report Submission: All reimbursement requests must be submitted using the designated FPOPS expense report form or system – F(n) system online.
* Receipts Required: Original or clear digital copies of itemized receipts are required for all expenses claimed, regardless of amount. The receipt must clearly show the vendor name, date, itemized description of goods/services, and amount paid. Credit card statements alone are generally not sufficient without an itemized receipt.
* Timely Submission: Expense reports, along with all supporting documentation, must be submitted within thirty (30) calendar days of the date the expense was incurred or the completion of the business travel. Expenses submitted beyond 60 calendar days may be denied unless there are exceptional, pre-approved circumstances.
* Prior Approval: Certain expenses or travel may require prior approval.
* All overnight travel, airfare, or conference attendance must be pre-approved in writing by the employee’s direct supervisor and the CEO/Executive Director.
* Requests for travel advances must be pre-approved by the CEO/Executive Director.
* Supervisor Review: All expense reports must be reviewed and approved by the employee’s direct supervisor before submission to finance for processing.
6. Non-Reimbursable Expenses
The following types of expenses are generally not reimbursable:
* Personal expenses (e.g., personal grooming, entertainment, personal vehicle maintenance, traffic fines, personal credit card interest).
* Commuting costs between an employee’s home and their primary FPOPS workplace.
* Expenses for unapproved travel or activities.
* Expenses that are extravagant, excessive, or not directly related to FPOPS business.
* Donations or charitable contributions made by an employee on behalf of FPOPS without explicit prior approval.
* Alcoholic beverages, unless specifically pre-approved as part of a FPOPS-sponsored event and compliant with relevant policies.
* Spousal or family travel expenses.
7. Compliance and Accountability
All employees are expected to exercise good judgment and act with fiscal responsibility when incurring expenses on behalf of FPOPS. Expense reports must be honest, accurate, and fully supported by required documentation. The organization reserves the right to audit any expense report and request additional documentation or clarification.
8. Responsibilities
* Employees:
* Incur expenses only for legitimate FPOPS business.
* Obtain necessary prior approvals before incurring certain expenses.
* Submit accurate, complete, and timely expense reports.
* Provide all required original or clear digital copies of itemized receipts.
* Understand and adhere to this policy.
* Supervisors/Approvers:
* Review expense reports for accuracy, eligibility, and compliance with policy.
* Approve eligible expenses in a timely manner.
* Return incomplete or non-compliant reports to the employee for correction.
* CEO/Finance Department:
* Oversee the implementation and administration of this policy.
* Process approved expense reimbursements in a timely manner.
* Conduct periodic audits of expense reports.
* Provide guidance and clarification on policy interpretation.
9. Consequences of Non-Compliance
Submitting inaccurate, false, or fraudulent expense reports is a serious violation of FPOPS policy and may constitute fraud. Such actions will result in disciplinary action, up to and including immediate termination of employment, and may lead to legal action.
10. Policy Review and Revision
This policy will be reviewed annually by the CEO and Board of Directors, or more frequently as needed, to ensure its continued effectiveness, relevance, and alignment with FPOPS’s financial practices, applicable laws, and IRS guidelines for expense reimbursement.
11. Relationship to Other Policies
This policy should be read in conjunction with other relevant FPOPS policies, including the Compensation Policy and any future Travel Policy or Financial Management Policies.