[Lnc-business] LNC Meeting Agenda Item - Credit Cards and Expense Reimbursements

[Tim Hagan]

I would like ten minutes on the agenda to consider modifying the Expense Reimbursements in the Policy Manual.

The motion will be to modify the Policy Manual, Section 2.03, Subsection 5, Credit Cards and Expense Reimbursements (page 29). After the first sentence, which reads, "All expenditures shall be evidenced by receipts.", add the following sentences:


If a valid receipt is not available, a signed affidavit is required to state the reason no receipt is available (e.g. never given, lost, or stolen) and to specify the purchase price, date, and item description. An affidavit for a missing receipt may be submitted only for expenditures no greater than $75, and the affidavit must be approved by the Treasurer or the Chair.

The sentence "All expenditures shall be evidenced by receipts." was added to the Policy Manual in 2013. Earlier this year, a staff member could not get a receipt for parking due to a broken machine. This change provides a mechanism for people to be reimbursed when a receipt for a small amount is missing.

Tim Hagan
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