Reimbursement Practice:

The Rockford Rowing Crew Boosters (RRCB) will reimburse members and coaches, as well as other authorized payees approved by the Booster’s Board of Directors (the Board) when reasonable and prudent expenses are pre-authorized and incurred for Booster purposes.

In order to meet its fiduciary responsibilities as a not-for-profit organization, it is imperative that the RRCB be constantly watchful of expenses, including reimbursable expenses.

The following expense and reimbursement practices have been approved by the RRCB Board of Directors and are effective as of 2003 and will remain so until superseded by action of the Board.

Authorized Expenses:

RRCB members and coaches are expected to comply with the following practices, and to exercise prudent judgment when the practice is not specific, always keeping in mind the best interest of the RRCB.

Currently authorized reimbursable expenses include:

• Fuel for vehicles used to transport boats to and from regattas.

• Tolls and other travel expenses (ex. ferry tickets) for vehicles used to transport boats to and from regattas.

• Parking costs for vehicles used to transport boats to and from regattas.

• Coaches hotel accommodations for the night(s) before a regatta.

• Dock and boat supplies and maintenance items costing less than $50.

• Regatta registration fees.

• Hospitality expenses.

• Other expenses pre-approved by the Board.

The following expenses are not reimbursable:

• Meals

• Hotel extras including mini-bar expenses, laundry, in-room movies and games, etc.

• Expenses associated with the use of personal vehicles to travel to and from regattas.

• Any expense not listed as currently authorized or otherwise pre-approved by the Board.

Requests for Reimbursement:

Reimbursement for authorized expenses requires the following:

• A RRCB Expense Reimbursement Form (below)

• Original, dated receipts emailed to treasurer@rockfordrowing.com

• Other supporting documentation as required

Requests for reimbursement must be only for expenses incurred by the requester; there will be no reimbursement for expenses incurred on behalf of someone else unless pre-approved by the Board.

Incomplete requests and those lacking receipts or other supporting documentation will be returned to the requester, delaying the reimbursement.

Approval of Reimbursements:

Requests for reimbursement not pre-approved and not currently authorized as listed above must be reviewed and approved by the Board.

Reimbursements totaling more than $250 require two signatures on the expense reimbursement form, neither of whom will be that of the requester.