Cold Spring Harbor Rowing Association, Inc.
EXPENSE and REIMBURSEMENT PRACTICE

STATEMENT OF PURPOSE
The Cold Spring Harbor Rowing Association (the Association) will reimburse members and coaches, as well as other authorized payees approved by the Association’s Board of Directors (the Board) when reasonable and prudent expenses are authorized and incurred for Association purposes.

In order to meet its fiduciary responsibilities as a not-for-profit organization, it is imperative that the Association be constantly watchful of expenses, including reimbursable expenses.

The following expense and reimbursement practices have been approved by the Association’s Board of Directors and are effective January 10, 2011 and will remain so until superseded by action of the Board.

AUTHORIZED EXPENSES
Association members and coaches are expected to comply with the following practices, and to exercise prudent judgment when the practice is not specific, always keeping in mind the best interest of the Association.

Currently authorized, reimbursable expenses include:
•    Fuel for vehicles used to transport boats to and from regattas;
•    Tolls and other travel expenses (e.g., ferry tickets) for vehicles used to transport boats to and from regattas;
•    Parking costs for vehicles used to transport boats to and from regattas;
•    Coaches’ hotel accommodations for the night(s) before a regatta;
•    Dock and boat supplies and maintenance items costing less than $400 ;
•    Regatta registration fees;
•    Hospitality  expenses;
•    Other expenses pre-approved by the Board.

The following expenses are not reimbursable:
•    Meals;
•    Hotel extras including mini-bar expenses, laundry, in-room movies and games, etc;
•    Expenses associated with the use of personal vehicles to travel to and from regattas;
•    Any expense not listed as currently authorized or otherwise pre-approved by the Board.

Note to Coaches Regarding Hotel Accommodations

The Association makes every effort to arrange for hotel rooms for members and coaches at regattas, usually providing a choice of accommodations.  Coaches are expected to avail themselves of these arrangements as room rates reflect a negotiated discount for the Association.  If coaches choose other, more expensive accommodations, they will be reimbursed at the rate negotiated by the Association only.  If coaches choose less expensive accommodations, they will be reimbursed at the lesser room rate.

REQUESTS FOR REIMBURSEMENTS

Reimbursement for authorized expenses requires the following:
•    A CSHRA Expense Reimbursement Form (click here to print form)
•    Original, dated receipts; and
•    Other supporting documentation as required.

Requests for reimbursement must be only for expenses incurred by the requestor; there will be no reimbursement for expenses incurred on behalf of someone else unless pre-approved by the Board.

Incomplete requests and those lacking receipts or other supporting documentation will be returned to the requestor, delaying the reimbursement.

APPROVAL OF REIMBURSEMENTS
Requests for reimbursement not pre-approved and not currently authorized as listed on the previous page must be reviewed and approved by the Board.

Reimbursements totaling more than $500 require two signatures on the expense check, neither of whom will be that of the requestor.