Individual G-CASE-Related Expenses Policy (June, 2021)

Reason for Policy
As G-CASE Presidents rotate into elected office every year and Executive Board members
change, there is a need for consistent handling and understanding of Executive Board
reimbursement for G-CASE-related expenses.

Statement of Policy
In the course of fulfilling G-CASE responsibilities, members of the Executive Board of other
approved G-CASE representatives (such as presenters at conferences) may be required to pay for
specific approved goods/services. Any eligible expenses that are incurred on behalf of G-CASE
will be reimbursed in full. This policy applies to the Executive Director and to all Executive
Board members or approved representatives who either spend their own money for
reimbursement for G-CASE-related activities or who have reservations (transportation, hotel,
food, etc.) made for them to attend G-CASE-related activities and events.

Procedures
1. G-CASE will reimburse all approved expenses related to G-CASE-related activities and/or
events.

2. The G-CASE member or representative (conference presenter, for example) will submit a
receipt and information concerning the purchase to the Executive Director, who will send a
“check request” to the financial officer at GAEL, along with the appropriate account code so that
the amount can be deducted from the G-CASE account.

3. G-CASE Travel Expense Forms will be submitted in a timely manner to the Executive
Director, who will forward them to the GAEL financial officer for payment.
a. Travel expenses include any kind of approved transportation and accommodation
expenses incurred by the G-CASE member or representative performing G-CASE-related
activities approved in advance by the G-CASE President and/or Executive Director. The
expenses include:

1. Mileage* (odometer reading is required on the Travel Reimbursement Form)
2. Hotel Accommodations
3. Parking
4. Local transportation (such as taxi, Uber, Lyft, rental car, etc.)
5. Meals* (not to include alcohol purchases)

NOTE: The IRS requires original receipts for anything > $25.00
* to be reimbursed at current state-approved mileage/per diem rates for the state in which the
charge was made

4. Because G-CASE is a non-profit entity, overspending and unnecessary costs should be
avoided.

5. The following expenses are non-reimbursable:
a. Expenses incurred by spouses or other people not associated with the G-CASE activity
or event.
b. Unauthorized upgrades (hotel rooms, airplanes, etc.)
1. The G-CASE member will be allowed to upgrade at his/her own expense if
desired and should deduct this amount from the travel reimbursement request
c. Personal services (massages, spas, in-room entertainment, non-G-CASE-related items
in a hotel business office, etc.)
d. Alcohol for individuals (minibars in room, bar tabs, drinks at meals, etc.)
e. Personal entertainment unless approved (for example, CASE Night during the CASE
conference would be approved)
f. Lost personal property
g. Unauthorized meals**
h. Other expenses that are not related to the G-CASE activity or event

6. Because of the strict security measures enforced for air travel, all air transportation will be
booked and paid for using the G-CASE credit card or by the G-CASE member or representative
and reimbursed. This rule also allows the G-CASE member to receive personal airline points
and cancel or change flights, if necessary.

7. Approved G-CASE travelers can access the G-CASE credit card if they desire to book their
own hotel.

8. Meals will be reimbursed by G-CASE only if they are not provided by the conference as part
of the registration fee. For example, if a Low Country Boil is provided as part of the registration
fee for Summer GAEL and the participant chooses to eat somewhere else, that meal is not
reimbursed.

9. During G-CASE-sponsored events or meals for large groups (such as the Executive Board
Summer Retreat), all meal expenses will be paid with the G-CASE credit card. An exception
to this requirement will be if the meal or function is paid by an outside party, such as a vendor,
who will also pay for the adult beverages.

10. Members of the Executive Board can request use of the G-CASE credit card for conference
registration or can request that the Executive Director register them.

Amended: November 16, 2023
Amended: June 20, 2024