PORSCHE CLUB OF AMERICA



PORSCHE CLUB OF AMERICA

January 2016

Memorandum

To: All National Staff Members

Subject: 2016 PCA Expense Reimbursement Policy

Welcome to the 2016 National Staff of the Porsche Club of America. Thank you for agreeing to serve the Club with your time and talents this year. The following is attached:

(1) Expense form to be used for your monthly expenses during the year. Please do not use prior year forms. Mileage rate has been adjusted to $0.54 per mile. The per diem meals limit is $ 46.00/day. Receipts for meals costing five dollars or more are required. Please note the reimbursement policy on the back of the forms. Please note the new email address that you are to send your form to reimbursement@

(2) Information regarding the expense forms and the reimbursement process. Please note the deadlines for submission of expenses so that you can be reimbursed timely.

(3) Reimbursement is accomplished via Direct Deposit (required) to your account versus issuance of a paper check unless you do not have a checking or savings account. To setup Direct Deposit, please contact Denise Hovington, PCA Controller/Director of Finance at deniseh@national. and provide your Bank Routing Number (9 digit ACH #) and account number and note whether it is a checking or savings account. Please provide this information to the PCA Controller/Director of Finance if it is not already on file. Also, should there be any change to either of these numbers during the year, please advise the PCA Controller/Director of Finance immediately of the new data. Deposits are made on the closest weekday to the 1st and 15th of the month and must be scheduled at least one day earlier, so please submit your expense forms accordingly - they should be in the hands of the PCA Controller/Director of Finance three days prior to a scheduled deposit date.

(4) Annotate your receipts as to what they are for and for which activity they apply. When emailing your expenses, please submit your expense form as an Excel document long with your scanned receipts as PDF’s or JPG’s. (Do not send photos of receipts taken with a cell phone. We recommend an app similar to Scanner Pro if you need to use the camera on a smartphone or tablet.) Please ensure all scanned documents are legible before emailing. If you are mailing in your expenses, place the reimbursement request form in front and staple all receipts to that form. It is very helpful if one figure is placed in each line item and if everything adds up. Be sure and review the expense reimbursement process. The answer to most questions regarding the reimbursement process will be found there.

If you are a committee chair, it is your responsibility to distribute the expense report forms to your committee members and to go over the forms, process and procedure with your committee members. Committee members need to provide their expense forms to the committee chair for review and the chair will in turn submit the forms to the PCA Controller/Director of Finance or National Treasurer. The committee name should be noted at the top of the form. Understanding of this process will save us all much time and effort.

The expense form for the Winter Board Meeting (if appropriate) will be provided to you at a later date (either by e-mail or posted in the website or provided to you at the meeting). You will receive a similar form for the Board meeting at Parade.

Per Diem for a set number of days at a stipulated rate applies to these two meetings. Please submit your meeting expenses as soon as possible after each of these meetings.

Email or Mail all expense forms and receipts to:

Denise Hovington, PCA Controller/Director of Finance

PCA National Office

P.O. Box 6400

Columbia, MD 21045

deniseh@national.

410-381-0924 Fax

410-381-0911 Office

FAQ - Zone Representatives

1. When a Zone Rep attends an event in their zone is the entry fee reimbursable?

Zone Reps should submit entry fees for reimbursement when acting in an official capacity as Zone Rep. List entry fee expenses on the “Miscellaneous” line of the report form. If banquet costs are included in the entry fee, separate the banquet costs and list them under “Meals” in the travel portion of the form. HPDE, Autocross and Time Trials registration fees are reimbursable. Entry fees for Club Racing or for participation in an event in the Zone Rep’s home region are not reimbursable.

2. How do Zone Reps report expenses associated with President’s Meetings?

Each Zone Rep is authorized to spend up to $350 each for a maximum of two Zone President’s Meeting(s) per year - $ 700 maximum per year. Report these expenses on the line provided on the Zone Rep expense report form. The intent is to cover the cost of a meeting room, coffee, rolls, etc. Social activities not directly associated with the meeting are not covered.

3. Information on Multi-Event Weekends, Hospitality Tents, PCA Register and Charity Events.

(A) All region subsidies must be planned well in advance. The request must be initiated by the region President, approved by the Zone Rep and forwarded to the PCA Controller/Director of Finance prior to the time the event is held (60 days prior is preferred). In the case of PCA Register Events it must also be coordinated with the Register Coordinator.

(B) Unless other arrangements are made, a Direct Deposit will be made to the Region’s account and the Zone Rep along with the Region President & Treasurer will be apprised by e-mail.

(C) These subsidies have been established by the Executive Council and the requirements may be found in the PCA Region Procedures Manual and in the PCA Zone Representative Manual. Please read these sections carefully and do not approve or submit requests that do not conform to the guidelines. For multiple events, only one subsidy is approved. PCA Register (SIG) events require the further coordination/signature of the PCA Register Coordinator prior to being received by the PCA Controller/Director of Finance.

4. Where Do I get Business Cards?

Business cards are available through the PCA National Office. If replacements are needed, call the National Office.

5. The use of rental cars is not encouraged and must be approved, in advance, by the National President or Treasurer.

EXPENSES AND REIMBURSEMENT INFORMATION

1. EXPENSE FORMS

A. Who has the forms?

The PCA Controller/Director of Finance and National Treasurer have a supply of these forms and they are easily available for download from the national website, . Once logged in, a link to the forms under "Commonly Used Links".

B. When should I submit my general expense forms?

Expense forms should be submitted on a monthly basis. If you have no expenses for the month, you do not need to submit a form. If you have minimal expenses one month, you may combine these expenses with the next month’s expenses. Reimbursement Requests must be submitted within thirty (30 days) after the close of the quarter in which the expense occurred. Expenses submitted after the thirty-day cutoff may be denied at the discretion of the Executive Council. Significant 4Q expenses should be submitted within the first week of January.

C. When should I submit my expense forms from the National Board Meetings and Executive Council Meetings?

These forms should be submitted to the PCA Controller/Director of Finance no later than 10 days after the meeting.

D. Where do I send my expense forms?

Send these forms to the PCA Controller/Director of Finance unless you are a committee member. Committee members submit their expense forms to the chairperson of their committee for review and approval. The committee chair is responsible for submitting the forms to the PCA Controller/Director of Finance or Treasurer. The Treasurer will send the reimbursement directly to the individual requesting it.

If you are a committee chairperson, it is your responsibility to ensure that all receipts are attached to the form, that the expenses are in line with what is allowed, that the figures add up and that the form is complete and signed. When you sign a committee member request form you are recommending reimbursement.

E. What receipts are necessary?

Receipts are required for all items for which you are requesting reimbursement (also see the per diem information below). Attach actual plane tickets, parking stubs, etc. (photocopies are acceptable), rather than travel itineraries or copies of your credit card bill, etc.

EXPENSES AND REIMBURSEMENT INFORMATION - Page 1 of 4 - Revised 1/2016

F. How do I receive reimbursement?

Reimbursement is done by Direct Deposit and is required for those having either a savings or checking account. To set up Direct Deposit, you must provide the PCA Controller/Director of Finance with your bank routing # and account # and note whether it is a checking or savings account. Be sure to notify the PCA Controller/Director of Finance immediately if either number changes. You will receive an e-mail notification of the date and $ amount of the deposit.

G. How long does it take to receive my reimbursement?

For Direct Deposit program participants deposits are made on or near the 1st and 15th of the month. Expense forms need to be received 3 days prior to make the next deposit. An e-mail notification is provided. If you do not receive your reimbursement within a month of submission, contact the PCA Controller/Director of Finance.

2. TRAVEL QUESTIONS

A. How does a staff member obtain authorization for travel expense?

Zone Reps are the only staff members authorized to travel (within their zones on normal Club business) without prior authorization. Club Race staff receive their authorization from the Chairman of Club Racing. All other staff members must receive authorization from the National President. The President may choose to delegate this authority to the Treasurer or another member of the Executive Council.

B. If I drive instead of fly, how is the travel expense reported?

Executive Council and Committees require travel and medium for travel (car/air) approval from the PCA National President. Travel by private car is reported by mileage times the current mileage rate established by the Executive Council. The rate of reimbursement for using a private vehicle cannot exceed the cost of coach airfare. An exception is made for Parade where 1000 miles each way is allowed to encourage volunteers to bring their Porsches to Parade and participate

C. What is the current mileage rate paid by PCA?

The mileage rate is $0.54 per mile for private cars.

D. How do I submit expenses for a PCA trip that I combine with business or pleasure travel?

Call the National Treasurer to discuss - each case is a little different.

E. Are meals and/or lodging en route reimbursable?

The costs of meals during the time of travel for PCA business are reimbursable up to the per diem rate. This includes the actual cost of a reasonable meal and tips. Receipts for meals costing five dollars or more are required. Lodging expense en-route to an event is not reimbursable unless otherwise approved in advance by the Treasurer or President. (e.g. cost of hotels en-route to Parade)

EXPENSES AND REIMBURSEMENT INFORMATION - Page 2 of 4 - Revised 1/2016

F. Can advance payment be received when advance airfare receipts are submitted?

This can be arranged but is not encouraged. Provide the PCA Controller/Director of Finance with an expense report form showing your payment and a photocopy of the ticket. When reimbursement is requested for the additional expenses for the trip, please mark “Paid” under “Airfare” and attach the ticket. PCA will not reimburse for any cancellation penalty or ticket change charges made for the convenience of the staff person.

G. Are parking expenses an allowable expense?

Reasonable parking fees associated with ground transportation are reimbursable.

3. TELEPHONE EXPENSE

A. How are PCA telephone expenses reported?

Submit a copy of your phone bill with your expense report. Designate which calls are PCA calls (highlighted, circled, etc.) and note the name of the person called. Personal calls while on PCA business are not reimbursed.

4. MEAL QUESTIONS

A. When visiting regional and zone events, should PCA staff members accept free banquet tickets from the event hosts?

Staff members should always try to pay their own meal expenses. The banquet meals should be shown on your expense form under Meals. The exception to this policy is members of the Club Race Committee in that meals are the responsibility of the hosting region. When a region provides meals to these staff members, it is not expected that other food expenses will be incurred for the same meal.

B. Are casual meals at PCA events reimbursable?

If acting in an official capacity, reasonable expenses for casual meals at PCA events are reimbursable. Formal meals such as banquets, when serving in an official capacity, are also reimbursable. As a rule of thumb, less than $ 46.00/day is reasonable. Meals per diem limit is $ 46.00.

C. How do I report an amount spent for meals when this is part of an entry fee?

On your expense form, show the amount of your entry fee under “Miscellaneous” and the meal/banquet amount under “Meals.”

5. PER DIEM QUESTIONS

A. What is the per diem policy?

When authorized, per diem expense is provided for each day a staff member is required to attend a formally scheduled meeting, such as a National Board Meeting or Executive Council Meeting. Per Diem will not be paid if you do not attend the scheduled meeting.

EXPENSES AND REIMBURSEMENT INFORMATION - Page 3 of 4 - Revised 1/2016

B. Are receipts required for per diem expenses?

Yes, submit receipts for everything – meals are reimbursable at actual cost up to $ 46 per day – the per diem maximum. Receipts for meals costing five dollars or more are required.

C. Does a staff member receive per diem lodging expenses when he/she shares a room with another staff member at National Meetings?

Lodging per diem will not be paid to both parties when accommodations are shared.

D. How am I reimbursed for per diem meetings?

For meetings when per diem are authorized, the expense form given to you at the meeting

will contain the per diem information.

6. RENTAL CARS

Rental cars may only be used when approved, in advance, by the National President or Treasurer and are generally discouraged.

7. OTHER QUESTIONS, INFORMATION, ETC.

Should you need any other information about expenses, reimbursement or Club financial matters, please feel free to contact the National Treasurer.

EXPENSES AND REIMBURSEMENT INFORMATION - Page 4 of 4 - Revised 1/2016

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