It is the policy of the United States Eurasier Club, Inc. (herein called USEC) to reimburse their Directors for reasonable and necessary expenses incurred in connection with travel on behalf of the Club. The USEC strongly encourages use of travel discounts when making travel arrangements. 

Travelers seeking reimbursement should incur the lowest reasonable travel expenses and exercise great care to avoid impropriety or the appearance of impropriety. Reimbursement is allowed only when reimbursement has not been, and will not be, received from other sources.

Club travel policies are aligned with club reimbursement rules. All business-related travel paid with USEC funds must comply with club expenditure policies. USEC funds are defined as the Club’s general funds. The USEC Rescue Funds are excluded.

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Authorization and Responsibility

Travel for Directors and Board members must be discussed during Board meetings. Directors must ensure that planned travel is eligible for reimbursement before making travel arrangements. Upon completion of the trip, and within thirty (30) days, the traveler must provide documentation to the USEC Treasurer.

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Travel Related Expenses that may be Pre-paid

In advance of the travel, the USEC may issue prepayments for airfare, rail transportation, conference fees, and conference hotel stays. Applicable policies for these prepayments follow.
 

1. Airfare – Travelers are expected to obtain the lowest available airfare that reasonably meets the travel needs. Airfare may be prepaid by the Treasurer. Travelers are encouraged to book flights at least thirty (30) days in advance to avoid 
   premium airfare pricing. First class tickets are not reimbursable. Coach class or economy tickets must be purchased for domestic or international flights. The maximum reimbursement amount for airfare is fifty percent (50%) but not 
   exceeding $500 USD whichever is less.

2. Rail Transportation – The United States Eurasier Club, Inc. will prepay rail transportation providing the cost does not exceed the cost of the least expensive airfare. The maximum reimbursement amount for rail transportation is fifty 
   percent (50%) but not exceeding $500 USD whichever is less.

3. Conference Fees – Conference registration fees, meals that are considered part of the conference and hotel stays in connection with a conference may be prepaid. The maximum reimbursement amount for conference registration fees/meals that are considered part of the conference and hotel stays in connection with a conference is fifty percent (50%) but not exceeding $500 USD whichever is less.

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Reimbursements

The supporting documentation for reimbursements of travel related expenses are submitted to the Treasurer. The documentation must be submitted to the Treasurer within two weeks after the trip was completed. Reimbursement of travel expenses is based on documentation of reasonable and actual expenses. Reimbursements that may be paid by the USEC are shown below.
 

1. Airfare – The USEC grants fifty percent (50%) of the airfare to official annual meetings, special events and conferences. The airfare to IFEZ meetings will be discussed on a case-by-case basis as these are overseas flights and the country of 
   destination varies. If the airfare was not prepaid, an original itemized airline receipt, an e-ticket receipt/statements, or an internet receipt/statement is required. The receipt must show the method of payment and indicate that payment was made.
   Travelers are expected to obtain the lowest available airfare that reasonably meets business travel needs. Travelers are encouraged to book flights at least thirty (30) days in advance to avoid premium pricing. Coach class or economy tickets must be purchased for domestic or international flights. In any case, first class tickets are not reimbursable. The maximum amount of reimbursement is fifty percent (50%) not exceeding $500 USD whichever is less.
    

2. Rail Transportation – The USEC will pay fifty percent (50%) for rail transportation to official annual meetings and conferences, providing the cost does not exceed the cost of the least expensive airfare. If rail transportation was not prepaid, an 
   original itemized receipt, original e-ticket receipt/statement or internet receipt/statement is required. The receipt must show the method of payment and indicate that payment was made. The maximum amount of reimbursement is fifty 
   percent (50%) not exceeding $500 USD whichever is less.

3. Automobile (Personally Owned – Domestic Travel) – The USEC will reimburse fifty percent (50%) of the gas expenses for transportation with a personally owned automobile to an annual meeting and special event. The maximum amount of 
   reimbursement is fifty percent (50%) not exceeding $500 USD whichever is less. 

4. Hotel – The USEC will pay fifty percent (50%) for hotel accommodations to official annual meetings, special events and conferences, providing the cost does not exceed the cost of moderately priced hotels in the area. The original itemized 
   receipt/statement is required for reimbursement. The receipts must show the method of payment and indicate that payment was made. The maximum amount of reimbursement is fifty percent (50%) not exceeding $500 USD whichever is less.

Travel Expenses Not Reimbursable

The following items that may be associated with business travel that will not be reimbursed by the USEC:

• Pet-sitting/kennel charges.

• Cost incurred by traveler’s failure to cancel travel or hotel reservations in a timely fashion.

• Other expenses not directly related to the business travel.

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Spouse or Other Dependent Expenses 

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Incremental costs for travel, lodging, meal or other travel expenses for spouses or other family members will not be reimbursed by the USEC.

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This Travel Policy, was adopted by the Board of Directors of the United States
Eurasier Club, Inc., on the 19th day of February 2008; rev. June 22, 2013; Rev.

August 01, 2017.