Reimbursement Policy
Board of Directors Reimbursement Policies
Approved: January 31, 1997
Amended: February 2000
The following Board reimbursement policies are implemented and enforced by both the Treasurer & the National Office staff:
- Deadline: ALL reimbursement requests must be submitted within 45 days of incurring the expense, or within 45 days of the date of the invoice/bill mailed to the Board member, whichever period of time is greater.
Reimbursement requests made 45 to 90 days after the date of the bill or the incurring of the expense may be authorized at the discretion of the Treasurer, but only at a maximum of 50% of the amount requested. NO reimbursements will be made for expenses that were incurred more than 90 days prior to the reimbursement request as measured above.
- Calls to NAGPS: NO calls to the National Office will be reimbursed. Officers & Board members are encouraged to use the Association's toll-free number.
- Reimbursement Protocol: Only requests adhering to the following protocol will be reimbursed:
- Fiscal support is recommended to be requested from the Board member's local campus community entities (e.g., Student Government, Graduate Student Association, Graduate School, etc.) Any response should be documented, preferably in a letter.
- For remaining unsupported costs, a request for pre-approval from the Treasurer must be made, submitting copies of the above responses. The Treasurer will respond to all requests within three (3) business days.
- Original receipts must be submitted to the National Office (with the Board Member retaining a copy) within the 45 day deadline, once the expense is incurred. Use the NAGPS Reimbursement Form when submitting your request for reimbursement.
