It is the policy of Epsilon Sigma Phi that reimbursement be made at a fair and equitable rate for expenses incurred during the course of carrying out business for the benefit of the National Epsilon Sigma Phi Organization. The following establishes the guidelines for reimbursement for expenses for National Board Members and any other members who have been designated by the ESP National Board to do business on behalf of the National Board or the National Organization as described.
Travel expenses will be paid from the operating budget of Epsilon Sigma Phi. The amount allocated for Board travel will be evaluated annually and will be allotted as funds are available.
Daily meal expenses will be reimbursed for meals not provided as part of a conference, meeting, or hotel stay based on the federal government per diem rate for destination city. Receipts are NOT required.
Travelers may be paid at 100% of the per diem allowance for the applicable city location. In general, the per diem allowance for the first and last days of travel is up to 75% of the full per diem rate. Based on specific travel needs, the per diem allowance for the first and last days of travel can be adjusted using the applicable meal percentage from GSA guidelines at the approving authority’s discretion.
Group meals -The Executive Director should plan group meals that are as economical as is practical for the setting.
Lodging expenses will be reimbursed at actual rate and must be accompanied by receipts. National ESP Board members (or any member requesting reimbursement) are encouraged to share a room when possible to reduce costs. Phone calls and Internet charges are not reimbursed.
No travel expenses will be paid until after an authorized trip, unless Executive Director pays for accommodations and conference registrations through direct billing. Pre-payment of advance expenses for a commercial carrier can be covered with a signed promissory note.