CAR TRAVEL & EXPENSE POLICY CAR Travel & Expense Policy, Updated December 11, 2017 Page 1
Colorado Association of REALTORS TRAVEL & EXPENSE POLICY 1.0 GENERAL POLICY It is the policy of this association to reimburse all reasonable expenses necessary for volunteer leadership or paid employees to accomplish association objectives. However, because it is a trade association and its principal source of funds is member dues, there must be a high degree of accountability for all funds spent. It is understood that expenses charged to the association will serve business purposes. The key element for the successful adherence to this policy is and will remain the professional judgment of those authorized to spend association funds. Expense reports must be for business expenses not covered by a Stipend Amount (as set forth below) be filed on an approved form and must document all items to be reimbursed. The reports must be submitted within thirty (30) days in order to receive reimbursement. Any reimbursement request received after thirty days of the event may not be reimbursed. Exceptions may only be approved by the CAR Finance Committee and or Treasurer. In no case will any expenses be reimbursed more than 90 days after a trip completion. Credit cards are issued only to the Chairman, Chairman-elect, Chief Executive Officer, Treasurer, Immediate Past Chair, and staff members approved by the Chief Executive Officer whose travel and expense needs warrant their use. These cards are to be employed for business needs only. No personal use of these cards is authorized. Credit card charges must be reported on approved expense forms just like cash expenditures. 2.0 REIMBURSEMENT CATEGORIES Approved reimbursement categories include the Chairman, Chairman-elect, Treasurer, Chief Executive Officer, Immediate Past Chairman, Appointed Past Chairman, Divisional Vice Presidents, District Chairs, District Chair-elects, NAR Directors and CAR Staff. Other special committees, task forces, and work groups must be approved by the Leadership Council or Chairman prior to the event for travel reimbursement. Other categories are subject to limitations mentioned below. The Chairman, Chairman-elect, Immediate Past Chair/President and Treasurer have budgeted amounts (which are approved with each annual budget) to spend at their discretion during their terms of office. CAR shall provide regular reports to these officers detailing expenditures and balances remaining in their respective budgets. Up to the amount established and approved within each annual budget The Chief Executive Officer is covered for all actual expenses up to the amount established and approved within each annual budget, incurred for all meetings attended while carrying out his responsibilities to CAR. CAR Travel & Expense Policy, Updated December 11, 2017 Page 2
Reimbursable Meetings are as follows: * Leadership Council Meetings What Reimbursement for Mileage, Lodging, Per Diem Who - Appointed Past Chairman, District Chairs, Division Chairs, and Administrative Executive representative. * CAR Business Meetings What Budget or Stipend Amount Who - Leadership Council and elected NAR Directors * State Convention Who Incoming and Outgoing Leadership Council, and NAR Directors What Stipend Amount and Inaugural tickets Special: Incoming ROTY receives one night's lodging, Registration, and Inaugural tickets * District Travel (includes District meetings, events and board visits within the District) Who - District Chairs, District Chair-elects What - Expenses not reimbursed by local boards for mileage, lodging, and meals Limits - Up to $600 each for the fiscal year for Chair in the Metro, SE and NE district Up to $1,400 each for the fiscal year for Chair in the Mountain, SW and NW districts Up to $300 for the fiscal year for Chair-Elect in the Metro, SE and NE districts; and Up to $600 for Chair-Elect in the Mountain, SW and NW districts. * District Chair Travel to NAR Governance Meetings & Convention What - Stipend Amount Who Current District Chairs * Board Installations What - Mileage, lodging (if required) and cost of meal (if not paid by local board). Who - Official CAR representatives (CAR Chairman or representative appointed by the Chairman) serving as the installing officer, District Chair and District Chair-elect * NAR Meetings What Stipend Amount. Who - Division Chairs, AE Representative, Appointed Past Chairman and NAR Directors Note: If an NAR Director serves on a NAR committee that meets prior to the date normal reimbursement commences, the Director should request an additional night s lodging, in writing, and receive approval, in writing, from the Treasurer and Chairman. CAR Travel & Expense Policy, Updated December 11, 2017 Page 3
* FPCs attendance - Legislative Meetings, Washington D.C. What Stipend Amount (Less NAR Reimbursement of $1000) Who - FPCs who are not NAR Directors * Rocky Mountain Regional Conference What Stipend Amount Who - Government Affairs Division Chair and NAR Directors. * Meetings of CAR Standing Committees There shall be no reimbursement for members serving on standing committees of CAR other than the Leadership Council Meeting. The following are exceptions to this policy: Legislative Policy Committee What Mileage for members of the Committee per the budget of the Governmental Affairs Division. * Meetings of specially appointed Chairman Advisory Groups with statewide representation What - Mileage reimbursement, lodging and per diem as needed and determined by the Chairman for members serving on an appointed committee to address a special issue. Ex-officio Voting NAR Directors attending NAR meetings are reimbursed at the same rate as elected NAR Directors, less any reimbursement paid by any other entity. Persons appointed to serve in the ex-officio voting NAR Director capacity must notify CAR. Spouse/Guest are not reimbursed for expenses incurred when traveling with a reimbursed volunteer or staff member. However, the spouse/guest of the Chairman, and Chairman-elect are reimbursed for travel and expenses incurred when traveling on official business. 3.0 STIPEND PROCEDURE Members of CAR Leadership are reimbursed for CAR and NAR meeting expenses based on a predetermined stipend amount based on the location of the meeting and the district from which the member is traveling (the Stipend ). The Chief Executive Officer and Treasurer will establish the Stipend amounts based on the location of the meeting and distance members will travel. The Stipend Schedule will be approved by the acting Treasurer and Leadership Team no later than July 31 st of each year for the upcoming year. For approved Leadership positions who are located in excess of fifty miles from the CAR offices, additional allocation for travel and lodging will be included in calculating the Stipend amounts. The approved Leadership positions are: Appointed Past Chairman, District Chairs, Division Chairs, NAR Directors, AE Representative, and FPCs. A check for the approved Stipend for each meeting will be generated to the member within thirty (30) days of verification of the recipient certifying attendance. By January 31 st of the following year, the Stipend recipient will receive a 1099 for all amounts received in the calendar year. The 1099 will be CAR Travel & Expense Policy, Updated December 11, 2017 Page 4
reported to the appropriate taxing agency. Receipts will not be required as the Stipend recipient will be responsible for reporting on their personal or corporate tax return. 4.0 MILEAGE LIMITATION For authorized travel to reimbursable meetings that are within a fifty (50) miles radius of home, lodging and transportation expenses will not be reimbursed, and per diem allowances will not be allowed. Only actual meal and event costs will be reimbursed. This limitation does not apply to the Chair and Chair-elect, or the Leadership Council. For allowable mileage, reimbursement will be at the standard IRS rate for the applicable travel year. 5.0 TRANSPORTATION Commercial Air Transportation: Coach Air travel will be reimbursed when attending NAR meetings. Actual amounts will be reimbursed up to the coach rate obtainable from the CAR-approved travel schedule. CAR will advise those eligible for reimbursement in advance of each meeting of the maximum airfare allowable for that destination city. Private Automobile: Use of a private automobile is authorized where such usage results in a savings to the Association with significantly increased travel time. Where a private automobile is used, mileage is reimbursed at IRS-approved rates. Rental Car: The least costly reputable rental agency and lowest cost model available should be selected. If local transit is adequate, rental cars are not authorized. Insurance should be purchased, and is reimbursable when using a rental car. Ground Transportation: Travel to and from the airport will be reimbursed up to $75.00 at the home and destination ends of the trip. Airport parking charges and mileage allowance for use of a private automobile at the home end of the trip is encouraged in lieu of ground transportation if a savings to CAR would result. Parking/Toll Charges: Parking charges and toll charges during authorized use of a private or rental automobile are reimbursable. 6.0 LODGING Lodging expenses will be reimbursed for applicable meetings. The reimbursable rates for CAR and NAR meetings will be established by the Chief Executive Officer, based upon the available median single room rate. A suite will be provided for the Chairman only when it is complimentary or deemed necessary for conducting meetings. The maximum number of lodging nights shall be based on the actual number of days during which the individual attends scheduled meetings, not to exceed one (1) extra night when required due to air travel schedules/restrictions, plus one day for return travel. 7.0 PER DIEM Actual itemized expenses of up to $80.00 per day will be reimbursed to persons approved to be traveling on Association business. Receipts are required in accordance with the current IRS code. The CAR Travel & Expense Policy, Updated December 11, 2017 Page 5
allowance is intended to cover the following expenses: meals, reasonable gratuities, porter fees, taxi and transportation service (other than transportation to/from airport), laundry or dry cleaning (on trips more than four business days). The per diem allowance applies for every night spent away from home on official business of the Association. 8.0 DOCUMENTATION/REPORTING Generally, receipts of expenses should be submitted for reimbursement. Receipts for expenses required under the IRS code must be submitted. Even though receipts may not be required, itemization of all per diem expenses (up to $80 per day) is required. This would not apply to Stipend amounts paid for travel and expenses. Prior to expenses being paid to any individual eligible to be reimbursed for attendance at CAR or NAR meetings, a list of meetings attended must be submitted. Only the CAR Chairman, Chairmanelect and Treasurer are exempt from this attendance report requirement. Reimbursement will not be approved without submission of the written report. At the determination of the CAR Chairman, individuals may be asked to attend specific meetings. It shall be their responsibility to report back on those meetings assigned. 9.0 STAFF TRAVEL At the direction and discretion of the Chief Executive Officer, approved staff members may attend NAR meetings. Staff members attending shall be present only for the days when meetings related to their division take place. The Chief Executive Officer shall determine which staff members will attend NAR and CAR meetings. Staff members are subject to the same limitations and restrictions as outlined above for Leadership. 10.0 CASH ADVANCE There will be no cash advances to NAR Directors or CAR Officers. CAR Travel & Expense Policy, Updated December 11, 2017 Page 6