Telephone

Directors are eligible to be reimbursed for USB business-related phone calls, including domestic and international communication. All Directors should include their telephone receipts when requesting reimbursement. Phone bills are exempt from the 60-day submission time limit, but must be submitted within six months.

Fax Machines

All Directors shall be issued a fax machine upon request. Fax paper and fax cartridges will be reimbursed with a receipt.

USB will pay line charges for an additional phone line for Executive Committee members only.

Hardware and Software

All Directors have the choice of the following technology:
  • USB issued laptop
  • Director purchased / USB reimbursed purchase of laptop.
  • Director purchased / USB reimbursed purchase of tablet.
If USB issued, laptop computers are issued for the entire term that each Director remains in office. USB-issued laptop computers are for Directors to conduct USB business only. Computers will be returned to USB upon resignation, termination or retirement of each Director. Purchase of the issued laptop computer for $1 may be allowed upon completion of the Director’s three-year term.

If Director purchased and reimbursed by USB, the device must support Diligent board books as well as other required electronic software in order to perform USB business. USB is responsible for maintaining equipment issued by USB and will not be responsible for the maintenance or repair of Director purchased equipment.

If USB issued, directors who have a 36-month-old computer and are appointed to remain on USB for at least another term may submit for approval a laptop upgrade, so long as the current laptop has been deemed out of date and unserviceable by USB IT vendors.

If Director purchased, upon appointment or reappointment, Directors may be reimbursed up to $800 for a laptop or tablet of their choice, including a holding case, in lieu of a USB-issued laptop. The device must support Diligent board books as well as other required electronic software in order to perform USB business. If reimbursement is elected, USB will not be responsible for maintaining the equipment. Technology reimbursements are exempt from the 60-day submission time limit, but must be submitted within six months. A receipt must be provided for the expense.

Directors will be reimbursed up to $100 for hardware or software upgrades of their choice on an annual basis.  Hardware or software includes but is not limited to tablets, computers and Microsoft software. Technology reimbursements are exempt from the 60-day submission time limit, but must be submitted within six months. Equipment upgrades must be used to conduct and communicate Board business.  A receipt must be provided for the upgrade expense.

Access Services

Directors will be reimbursed monthly for access services on the technology of their choice up to $40 (forty dollars). Access services include but are not limited to smart phone, home internet, wireless card and tablet services. Technology reimbursements are exempt from the 60-day submission time limit, but must be submitted within six months. Service must be on equipment used to conduct and communicate Board business.  A receipt must be provided for the base plan expense.

Executive Committee will be reimbursed monthly for access services on the technology of their choice up to $150 . Access services include but are not limited to smartphone, home internet, wireless card and tablet services. Technology reimbursements are exempt from the 60-day submission time limit, but must be submitted within six months. Service must be on equipment used to conduct and communicate Board business. A receipt must be provided for the base plan expense.

Directors in remote geographical areas who are unable to obtain high-speed internet access will be issued broadband internet access.

Communication Technology

Executive Committee will be issued current or reimbursed communication technology, (e.g., BlackBerry, iPhone, etc.) equipment and access services to improve their timely communications with Action Teams, support committees and USB Staff. The communication technology will be returned to USB upon the end of each Executive Committee member's term of office. Purchase of the assigned device for $1 may be reimbursed upon completion of the Executive Committee member’s term of office, including one re-election term, and when requested in writing within 60 days of the end of the Executive Committee member’s term in office, including one re-election term.

In the event that an Executive Committee member does not have communication technology or their current technology is older than two years, they can purchase and submit for reimbursement up to $400 for communication technology, including a holding case, in lieu of an USB-issued communication technology. Technology reimbursements are exempt from the 60-day submission time limit, but must be submitted within six months. The communication technology purchase must be used to conduct and communicate Board business. A receipt must be provided for the communication technology and holding case.

Entertainment Expenses

No expenses of an entertainment nature will be reimbursed.

Gifts

Gifts may be expensed per person, per event, not to exceed $100 for cards, flowers, plants or similar tokens, including gifts for outgoing Directors or Officers. The Board may spend up to $200 per Board member or officer per term to recognize the Board member’s service. Gift cards are not an allowable gift expense.

USB may only expend funds for Board members, not for staff or contractors. This does not prevent USB from using checkoff funds for staff for merit-based recognition/awards, including keepsake awards, as part of regular personnel practices.

Board Donations

With USB approval, USB may expend checkoff funds per the following:
    • USB is prohibited from making financial and gift contributions to any organizations, even in honor or memory of an individual.
    • USB may expend funds, up to $100 per person per event, for cards, flowers, plants, or similar tokens, including gifts for outgoing Board members or officers. USB may only expend funds for Board members, not for staff or contractors.
    • USB may make donations of commodity, product or funds (e.g., to food banks or disaster relief efforts) provided the donation is tied to a public relations or promotional effort promoting the commodity and/or the image of the industry.
    • USB may provide monetary gifts, gifts that function as money or other gifts as part of a research or promotion project (e.g., financial restitution to subjects of a research study, gift cards to survey participants) because such restitution is common practice and doing so benefits the Board’s collection of information or extends the reach of a promotion.
Nothing in this section prohibits USB from providing funds to an organization if the funds are for a direct allowable expense. As an example, USB shall not make a contribution to the American Heart Association in memory of an individual, but USB may provide funds to the American Heart Association as part of the USB promotion to cover exhibiting or symposium costs. This also does not prohibit USB from paying membership or sponsorship fees to industry associations or other groups, but the association or group must certify that those funds were not used for the purpose of influencing government policy or action (e.g., in an agreement, letter or other documentation).

Other Expenses

The USB Treasurer will consider on a case-by-case basis reimbursement of out-of-the-ordinary personal expenses that would not have been incurred had the individual not been conducting USB business. A detailed explanation must be attached to the voucher.

Open Bars

USB will not reimburse expenses for open bars at any checkoff-sponsored meeting/event.

Receipts Required

Receipts are to be provided for reimbursement of various Board Director Expenses. Copies are acceptable for reimbursement. Original receipts must be retained by each Director for at least three years in case of an audit.

Travel and Lodging Expenses

For Director travel and lodging expense reimbursements, please refer to Travel Expense Reimbursements.