Expense Form

I would like to review SNAPA's allowable expense guidelines:

YesNo

ALLOWABLE EXPENSE GUIDELINES

SNAPA will reimburse a Board member for their attendance at or participation in a SNAPA approved event at the following rates:

All Expense Reports must be submitted within 45 days of the date of the event.
Travel shall be reimbursed for actual mileage from either the Board member’s home or place of work and returning to that point at the IRS approved reimbursement rate.
Travel reimbursement shall include all applicable tolls, parking fees and other necessary and reasonable expenses.
Room accommodations and airline reservations must be made by SNAPA for the Board member and requested in advance to meet deadlines and take advantage of applicable discounts.
Overnight accommodations for any SNAPA approved event will be provided at one-half the normal double occupancy rate for all Board members other than the President who may request single room accommodations. The Board member may request a single room and pay half the normal double occupancy rate.
Overnight accommodations will not be provided for Board members who live closer than 65 miles from the approved event.
The SNAPA Board shall periodically approve a maximum per diem rate for all meals for Board members but in no instance will SNAPA be responsible for reimbursement or payment for alcoholic beverages.
It shall be the responsibility of the Board member to notify the SNAPA office of any changes in their travel plans at least 72 hours in advance of the event, unless there are extenuating unavoidable circumstances.
At any SNAPA approved event for which a Board member is requesting reimbursement for attendance, it shall be the responsibility of that member to attend all educational sessions and events scheduled for the event.
There will be no reimbursements for meals or other expenses that are paid as part of the event (conference or meeting).
Any exceptions to the reimbursement guidelines must be approved by the President.
Original receipts must accompany this Expense Voucher. Requests for reimbursement for expenses without original receipts will not be processed

Please use SNAPA's chart of accounts to fill-in budget codes below:*

Yes

CODE Category Notes
Revenue Codes
300000 General Income includes any revenue not indicated in any sub category
300100 Membership membership dues from SNA, SO members
300200 Business & Industry Membership membership dues from B&I members
300902 Meals meal sales
300904 Registration (registration fees for SNAPA sponsored events: AC, Reg. meetings, etc)

Expense Codes
400100 Board of Directors
400110 Meetings
400114 Travel (reimbursable travel expenses of BOD members that are not specific to coded conferences)
400140 Public Policy and Legislation Programs (funds for programs and initiatives related to this committee)
400160 Nutrition Education/ Prof. Development Programs (funds for programs and initiatives related to this committee)
400170 Membership Services/ Nominating Programs (funds for programs and initiatives related to this committee)
400180 Public Communications Programs (funds for programs and initiatives related to this committee)
400181 Allied Organizations
400200 Member Services
400230 General Office
400231 Telephone/Communications
400232 Office Supplies
400233 Computers-Hardware
400234 Computers-Software
400236 Storage (Physical)
400250 Membership Directory (Wild Apricot)
400262 Postage
400263 Printing
400280 Web Page
400310 Financial Services
400320 Gifts
400330 Insurance
400340 Legal Counsel
400360 Bank Fees
400400 Programming Expenses
400410 Chapter Challenge
400420 Regional Workshops
400430 Chapter Meetings
400450 Certification Training
400500 National Conferences
400510 ANC (Includes, Reg., Travel and Hotel: ED,PP, P, PE, ACC (post 7/1)
400520 SNIC Includes, Reg.,Travel and Hotel: ED, P, PE
400540 LAC Includes, Reg., Travel and Hotel: ED, P, PE, VP, ST
400550 NLC Includes, Reg., Travel and Hotel: ED, P, PE, VP, ST
400600 Annual Conference Expenses
400610 Facilities
400615 Speakers
400620 Hotel
400630 Food
400640 AV
400650 Promotion
400660 Food Show Set-up and Exhibits
400690 Program - Mobile App
400691 Registration
500000 Association Management Expenses
500300 Management Services Expenses/Travel
500400 Contract Management
510000 Other Income/Expenses
510100 Investment Market Changes
510200 Transfer to PSFS Foundation
300501 Interest-Savings, Short-term CD

Submitted by*

First NameLast Name

E-mail*

Your E-mail Address

Date Submitted *

Date

Expense report is being filled out for the following reason(s)? Please select all that apply.*

Travel to SNA / SNAPA Related EventSNAPA Expense

Do you have a reimbursable hotel expense to report?

YesNo

Total Hotel Bill

SNAPA is reimbursing 100% of my hotel room or 50% of my hotel room. Please enter 1 or 0.5

Please enter "1" or "0.50" in the space above.

Do you have personal vehicle mileage to report?

YesNo

SNAPA Event Name

SNAPA Event Start Date/Time

SNAPA Event End Date/Time

Mileage List

	Travel Date	Purpose Description	Miles	From Address	To Address	SNAPA Budget Code
1
2
3
4
5

Total Miles Driven

Expenses List

	Purchase Date	Product/Service Description	Reimbursable Cost (SNAPA Approved Level)	Receipt Attached	SNAPA Budget Code	Total Cost
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15

Reimbursable Total from Expense List

Total Amount Due from Mileage

0.67 per mile

Total Amount Due from Hotel

Reimbursable Total from Expense List, Hotel, and Mileage

I understand that receipts are required for all expenses and have attached all receipts below.*

Yes

Take a Photo of Your Receipt(s) (Usually for a Smartphone)

Upload a File with Your Receipt(s) (Usually for a Computer)

Make Check Payable to:*

Mail Check to:*

Street Address

Street Address Line 2

CityState / Province

Postal / Zip Code

Complete the captcha*

I hereby,   First Name*   Last Name*   certify that all expenditures itemized above were made by me, on behalf of SNAPA, for Association activities and were not the subject of any compensation or reimbursement from any other source.
Certify*
Signature*
Date*

SNAPA Expense Reimbursement Request Form

Expense Detail