Expenses should be submitted to USB using a USB Expense Voucher in accordance with the following:
Reasonable and necessary expenses related to USB meetings and USB Standing or Ad Hoc action team and support committee meetings will be reimbursed. All other expenses not related to attendance at a USB or Standing/Ad Hoc action team and support committee meeting, including travel, must have prior approval and be associated with one of the below categories. Necessary travel includes airline tickets or mileage, food and beverage and lodging. When other expenses are incurred, the Director must provide an explanation and receipts. When receipts are unavailable, a detailed explanation must be provided. When other individuals are involved, the name(s) and organization(s) must be shown. No spousal expenses will be reimbursed.
All expenses relating to travel and lodging shall be grouped into one of the following categories:
- Travel by a Director or Standing/Ad Hoc action team or support committee meeting of USB;
- Travel to a function or meeting of an organization or organizations in which a person is representing USB at such function or meeting;
- The travel activity relates to evaluating performance or effectiveness of an ongoing project within a given market; or
- The travel activity relates to investigating or analyzing potential market development activities within a given market.
With the exception of travel to a USB or Standing/Ad Hoc action team and support committee meeting, all travel must be pre-approved in writing via a USB Travel Request form by the Chairperson of the Board (“Chairperson”). Unless travel is specifically requested by the Chairperson, all travel requests must originate from the action team and support committee Chair to the Chairperson via the USB office. For travel specifically requested by the Chairperson, travel requests should originate from the traveler to the Chairperson via the USB office.
When possible, all travel requests should be submitted for approval twenty-one (21) days prior to travel. Should the Chairperson be absent from the country or otherwise unavailable, they will designate an appropriate individual to approval travel in their absence.
When possible, any requests for travel, other than to a USB or Standing/Ad Hoc action team and support committee meeting, should be submitted in writing on a travel request form to the Chairperson twenty-one (21) days prior to travel and shall include:
- Detailed purpose of the trip,
- Persons participating in the travel activity,
- Location and dates of travel, and
- Appropriate account to which expenses for the travel should be allocated.
With the exception of travel to a USB or Standing/Ad Hoc action team and support committee meeting of the Board, each participant on travel status shall submit a trip report with their expense voucher. Directors may file joint reports if appropriate.
With regard to the allocation of expenses for travel: (1) all travel related to the attendance of a USB or action team and support committee of USB; (2) attendance at an organizational meeting other than USB, or meetings with contractors in which the Director is representing USB; or (3) travel related to the evaluation of project activities or the effectiveness of a given project within a market, shall be allocated to accounts in the administrative or direct-managed budget specified by USB.
With regard to travel activities to analyze potential marketing activities within a given market, such expenses may be allocated to project accounts within the action team areas. Should a project include funding for travel, the travel shall be clearly defined within the project description and such travel shall be approved pursuant to above requirements.
Travel – General
Purpose of the travel must be shown at the top right front of the voucher and identify the most applicable USB Standing or Ad Hoc action team and support committee if not for a general USB meeting. If combined with other travel, only expenses that would have been incurred exclusively for USB will be reimbursed. No expenses covered by another entity will be reimbursed by USB.
If a Director does not notify the hotel or USB staff that he/she will not be in attendance at a USB meeting for which they have registered, they will be responsible for paying for that night’s lodging.
Domestic travel will be at the round-trip “coach” rate for the most economical fare available, reserved at least seven (7) days in advance. International travel will be purchased at least fourteen (14) days in advance of the flight. (Exceptions must be approved by the USB Treasurer in advance of the trip.) A receipt for the ticket when individually paid should be attached to the voucher when requesting reimbursement.
When flying to meetings, mileage will be reimbursed to and from the most economical commercial airport.
On nonrefundable airline tickets, if an emergency arises that keeps a Director from using the ticket, USB may pay the cost of the nonrefundable ticket subject to the approval of the USB Treasurer.
Business class is permitted for international flights in excess of eight (8) hours (scheduled travel time); up to two (2) hours of a layover period may be included in the calculation.
- Cost justification of business class, with qualifying documented flight time, must be submitted with final project report, trip report or expense reimbursement form.
The current Federal reimbursement mileage rate should be used. Round-trip mileage reimbursement will be limited to the most direct route to and from a USB function. When flying to meetings, mileage will be reimbursed to and from the most economical commercial airport. If electing to travel by car, total reimbursement for mileage, meals, and lodging shall not exceed two (2) days’ travel each way (one (1) night out each way) unless prior approval is given by the Chairperson or Treasurer in the Chairperson’s absence.
Reimbursement of lodging expenses should be reasonable and should be at rates comparable to a standard, single-occupancy room at a national business-class hotel chain unless prior approval is given by the Chairperson or Treasurer in the Chairperson’s absence. If at a USB function, reimbursement is limited to the hotel’s authorized group room rate for one individual. Lodging receipt(s) must be attached to the voucher when individually paid and requesting reimbursement.
Actual food and beverage expenses will be reimbursed up to a maximum of $120 (one hundred twenty dollars) per day, including tips. Where meals are provided at a USB function, a prorated amount per day is available. The recommended allocation of the daily meal limit is as follows:
- Breakfast and lunch should each account for one-quarter (1/4) of the daily limit.
- Dinner should account for one-half (1/2) of the daily limit.
- For instance, if USB provides breakfast and lunch one–half (1/2) of the $120 (one hundred twenty dollars) or $60 (sixty dollars) is available.
Include itemized receipts for all meals over $25 (twenty-five dollars). When meals are provided as a part of a USB or action team and support committee function, individual meal expenses away from the function will not be reimbursed. The only exception to this policy is if the Director indicates on his/her registration form that he/she will not be participating in the group meal event.
For trips longer than five (5) working days, laundry expenses up to $100 (one hundred dollars) can be submitted for reimbursement. An itemized receipt is required.
A receipt is required for any expense claimed for over $25 (twenty-five dollars). Receipts for lesser amount expenses should be included when available. Copies are acceptable for reimbursement.
Original receipts must be retained by each Director for at least (three) years in case of an audit.
Signature and Voucher Approval
- Completed voucher must be signed and mailed directly to the Director of Finance. Receipts must be attached to the voucher. (COST DISTRIBUTION BOX should be left blank; USB management will complete.)
- Treasurer’s expense voucher must be approved by another USB Officer.
- The Treasurer has the authority to postpone any expense reimbursement until the voucher has been reviewed and acted upon by the USB Executive Committee.
The Director of Finance and Finance staff are responsible for the receiving all submissions of expense vouchers for Directors and staff. All expense vouchers will be reviewed for compliance and mathematical accuracy. A register of expense vouchers will be generated for submission to the Treasurer and/or another USB Officer.
The Treasurer is responsible for approving all expenses based on the register of expense vouchers provided by the Finance Department. Any expense voucher with exceptions or questions will be forwarded to the Treasurer in its entirety for deliberation and decision.
Finance Department will provide another USB Officer with a register of expense vouchers submitted by the Treasurer for approval. Any expense voucher with exceptions or questions will be forwarded to the USB Officer in its entirety for deliberation and decision.
The voucher submission deadline is sixty (60) days from the time a reimbursable expense has been incurred. Beyond sixty (60) days, approval will be at the discretion of the USB Treasurer.
Director Travel Expense Reimbursements
For Director expense reimbursements please refer to Board Director Expense Reimbursements