Page 191 - 2024 Orientation Manual

h. IRS Rules. The LSBA shall issue a Form 1099 to the officer for
spouse/guest travel expenses reimbursed during the previous
calendar year. As per the IRS guidelines, the following items are
included in the Form 1099 calculation:
 Spouse/guest airfare;
 Spouse/guest only automobile travel or cab fare;
 50 percent of all non-group meals consumed by officer and
spouse/guest;
 spouse/guest entertainment charges;
 spouse/guest meeting registration fees; and
 other expenses which can be calculated on a per person
basis.
i. Compliance. Unless specifically excepted above, the officers will
comply with the reimbursement policies and procedures contained
herein.

7. Staff. Members of the staff of the Louisiana State Bar Association will be
reimbursed for travel as per these standards:
a. Annual Meeting. Staff members selected to handle on-site
responsibilities for the Annual Meeting will be reimbursed as per
the standards established in advance by the Executive Director.
b. Spouse/Guest Expenses. With the exception of the executive
director as outlined in Section 6, expenses for spouses/guests of
staff members will not be reimbursed.
c. Telephone Calls. In order to maintain contact with their homes
when out of town, staff members are authorized to make one
personal call per day at LSBA expense. Calls will be of reasonable
duration.
d. Calls to LSBA. When calling the LSBA from out-of-town, staff
members will utilize the toll-free number.

8. Office Expenses. The LSBA will reimburse all actual expenses incurred for
postage and telephone/fax charges in connection with LSBA activities conducted
from the offices of the president, president-elect, immediate past president,
chairperson of the Young Lawyers Division, and committee chairpersons or
members. Secretarial expenses and/or other administrative overhead costs shall
not be reimbursed.

9. Procedures for Reimbursement. The following procedures shall be followed for
expense reimbursement:
a. Supporting Documentation. Documentation for all expenses other than
personal automobile mileage and gratuities (incurred separately from
meals) must accompany expense reimbursement requests. Documentation
shall be in the form of original receipts, invoices from suppliers, law firm
expense statements, or canceled checks. The Bar reserves the right to ask
for additional information from those seeking reimbursement.

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