Page 16 - GNOC Policies and Procedures Handbook
P. 16

•  GNOC Secretary General/Treasurer – Robert J. Steffy



                   4.9  Expenses & Refund Policy


                   GNOC will reimburse Office staff for approved business expenses incurred in the fulfillment of duties.

                   These can be reimbursed before or after they are incurred; however, if you are aware that expenses will
                   be incurred, prior arrangements should be made.

                   Expenses of up to $199.00 will be paid via Petty Cash upon approval.   Purchases greater than this
                   should not be made without prior processing, approval and agreement on how it should be paid.

                   Large amounts should be paid directly from GNOC to the supplier.

                   An Expense Claim Form (Please refer Appendix E - a soft copy of this form is available from the
                   GNOC drop box) needs to be filled out, accompanied by relevant invoices.

                   This then needs to be signed by the appropriate person and submitted to the Executive Director for
                   approval.

                   Reimbursement requests must be lodged with the Executive Director within seven (7) days of
                   expenditure.

                   Cash advances are available for minor expenses with the Executive Director’s approval.

                   However, it is the responsibility of the employee to provide invoices for all purchases made.

                   Any misappropriation of GNOC funds will incur serious disciplinary action.



                   4.10 Credit Card Policy


                   GNOC issues credit cards to executive members for expenditure incurred on behalf of GNOC.

                   The credit cards are only to be used for business purposes.  No private transactions, purchases or
                   activities are permitted on these cards.

                   Examples of the legitimate use  of these credit cards are for:

                       •  Urgent airline travel that could not be booked in advance especially when overseas;
                       •  Travel that is less expensive when directly purchased on-line through an Airline website or
                          travel agency, like expedia.com or hotels.com, for example.
                       •  Transit accommodations that need to be booked on-line and/or less expensive when doing so.
                       •  Unscheduled emergency accommodation when in transit overseas;
                       •  Meals, official entertainment, auto hire or auto rental, taxi or bus fares needed for business
                          purposes while overseas;
                       •  Printing, stationery, photos and similar while overseas.
                       •  IT Equipment purchases overseas and the like, due to unavailability.
                       •  On-line purchases of supplies or goods needed, especially if goods are not available locally and
                          cost is less expensive for said purchase on-line.
                       •  Team travel uniforms, equipment and supplies, if unavailable locally or less expensive.



                   GNOC Office Policies & Procedures                                                     18
   11   12   13   14   15   16   17   18   19   20   21