The authorization for reimbursement should be in writing, such as in the minutes of the meeting where it was granted. The travel expense claim made by the union official should refer to the specific union business or purpose of the expense. Does the policy require that mileage expenses be supported by a log that lists the beginning and ending mileage for each day, the destination, and the purpose of each trip? This level of record keeping is required for mileage expenses. The policy should state what documentation is required when a request for reimbursement is submitted for payment: Some unions have adopted a fairly straightforward rule - “no receipt, no reimbursement, no exceptions.” Does the policy require airline receipts, boarding passes, itemized hotel receipts, and itemized receipts for meal purchases required to document expenses relating to attendance at out-of-town conferences, classes, or conventions? Itemized receipts are required to be maintained. It is also a good idea for the union to include the requirements of the policy in its constitution and bylaws.Įstablish What Documentation is Required to Approve Payment In addition to making the policy as detailed as possible, the union should periodically review and update it. Must the travel or other expense have been authorized in advance?. What travel expenses are covered by the policy? May the traveler be reimbursed for airline flights, car rentals, or mileage for use of a personal car? What about lodging? Must the official be outside his or her normal work area for a certain period of time in order to be eligible for reimbursement?.Under what circumstances may reimbursed travel expenses be paid? What if the official attended an event put on by a parent body and the parent body paid some of the travel expenses? What if the local already pays the official a monthly expense allowance?.Who is eligible to receive reimbursed travel expenses? Must the individual be a union officer or employee? What about members? What about spouses of officials?.OLMS does not require a particular travel expense reimbursement policy but suggests that each union adopt a policy that answers the following questions in as much detail as possible: Each of these components is discussed in more detail below.Īdopt a Clear Travel Reimbursement Policy Section 206 of the LMRDA requires the union to maintain records that are sufficient to permit the reports to be verified, explained and checked for accuracy and completeness. The union must then properly report all expense payments on the appropriate line items and schedules on the Form LM-2, LM-3, or LM-4 it files. To ensure compliance with the LMRDA and safeguard union assets by promoting transparency and accountability, OLMS recommends that each union: (1) adopt a clear policy on reimbursed travel expenses (2) establish what documentation is needed for an official to be reimbursed and (3) establish a procedure that provides for approval of travel expense claims. The LMRDA requires, in part, that unions meet basic standards of fiscal responsibility. The Office of Labor-Management Standards (OLMS) enforces certain provisions of the Labor-Management Reporting and Disclosure Act of 1959 (LMRDA). This compliance tip provides guidance to unions on handling reimbursed travel expenses. When a union official (an officer, employee, steward, or committee member) incurs an expense while traveling on union business, the union often reimburses him or her.
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