Delaware Section American Chemical Society Expense Reimbursement Guidelines Expenses incurred by an individual on behalf of the Delaware Section American Chemical Society will be reimbursed by the Section in accordance with these guidelines. 1. The expense must be pre-approved by the Executive Committee. Approval may be granted as a part of the Section’s budget, by a separate motion before the Executive Committee or by a subcommittee or topical group as a part of their budget within these guidelines. No funds will be reimbursed without a properly completed Expense Form (Appendix). Original receipts are required for reimbursement and must be attached to the properly completed Expense Form. In general, the Section will not cover meal expenses of Section members attending a Section meeting (general, topical or committee). Exceptions would include honored guests, students, unemployed Section members and occasionally volunteers. The Executive Committee will decide when the Section will subsidize meal expenses. Events that will be free to students and/ or unemployed Section members will be publicized in advance. The Section will reimburse all reasonable travel expenses including: round trip mileage for a personal car, coach airfare or railfare, accommodations at approved hotels, and meals. The Treasurer must receive an expense form with all receipts (including tolls and meals) in order to process the reimbursement request. Mileage will be reimbursed at the current IRS standard mileage rate. A written affidavit of lost or unavailable receipts must be signed by the submitter and submitted with the properly completed Expense Form. The Executive Committee has the final authority over reimbursement decisions.
2. 3. 4.
5.
6. 7. 8.
APPENDIX DELAWARE SECTION ACS EXPENSE FORM Date of Expense: Name Address (please print)
Phone
Email
Amount of Expenses: (receipts MUST be attached) $
TOTAL: Reasons for Expense(s):
$
Signature:
Date:
Mail to: Xiaoli Wang, 1525 Skiles Blvd., West Chester, PA 19382 Treasurer use only ----------date ----------------check #
DELAWARE SECTION AMERICAN CHEMICAL SOCIETY AFFIDAVIT OF LOST/DESTROYED/UNAVAILABLE RECEIPTS
I HEREBY CERTIFY THAT THE FOLLOWING AMOUNTS ARE TRUE AND CORRECT AND WERE EXPENDED BY ME AS NOTED BELOW AS NECESSARY EXPENSES INCIDENT TO APPROVED TRAVEL OR OTHER BUSINESS FOR THE DELAWARE SECTION AMERICAN CHEMICAL SOCIETY IN THE AMOUNTS AS ITEMIZED AND THAT THE ORIGINAL RECEIPTS HAVE BEEN LOST OR DESTROYED OR ARE OTHERWISE UNAVAILABLE.
DATE
TYPE OF EXPENSES
POINT OF TRAVEL
AMOUNT
PRINT NAME SIGNATURE ADDRESS
DATE