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SAIS Expense Reimbursement Form
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Reimbursement Policies – Please Read

GENERAL:

  • Reasonable expenses will be reimbursed for SAIS-related travel and/or other ordinary and necessary expenses approved in advance by the President and/or Board Chair.
  • Request for reimbursements must be made using this SAIS Statement of Expenses and submitted within 45 days of the date(s) when expenses were incurred.
  • All expenses must be accompanied by an original receipt. Photocopies are not accepted.
  • Lodging receipts must show a zero balance and must include detail of any incidental or ancillary charges to be reimbursed.
  • The lesser amount of a mileage figure or airfare will be reimbursed. Mileage will be calculated at the rate authorized by the IRS at the time of travel.
  • SAIS will send reimbursement checks by regular mail within 21 days of receipt of all properly documented expenses.
  • SAIS does not make travel advances.
  • Accountability: Expenses of staff members will be approved for reimbursement by the immediate supervisor. Expenses of volunteers will be approved for reimbursement by the President. Expenses of the President will be approved for reimbursement by the Board Treasurer.

BOARD OF TRUSTEES:

  • Reasonable expenses will be reimbursed for travel to SAIS board meetings, and/or any other meetings called by the Board Chair.
  • Spouse meal expense for planned group meals will be covered by SAIS.
  • Trustees are asked to use their school funds to cover transportation and lodging costs for travel to board meetings in connection to any existing SAIS conference which they are attending.

COMMITTEES:

  • Reasonable expenses will be reimbursed for travel to committee meetings. If these meetings occur in connection with an existing SAIS conference which they are attending, committee members are asked first to seek reimbursement from their own schools. If such reimbursement is not provided, SAIS will reimburse these expenses.
  • Travel expenses of the chair of the SAIS Accreditation Committee for participation in the NAIS Accreditation Commission will be reimbursed by SAIS if such expenses are not reimbursed otherwise.

OTHER

  • Expenses or travel for purposes not covered above requires the advance approval of the SAIS Board Chair and the SAIS Board Treasurer.
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