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BOT 17.01pr - Board of Trustees Stipend : ProcedureSUMMARY/SCOPE Washington State Law and Office of Financial Management (OFM) policies authorize Edmonds College Board of Trustees members to receive compensation and/or reimbursement for meetings and associated travel expenses while conducting college business. This procedure clarifies how Board members will be compensated for meetings, and how Board members will be reimbursed for travel. PROCEDURE DETAILS Compensation for Meetings Only the Student Trustee shall be eligible to receive a flat rate of $125 for one regular or special meeting per month. The rate will be monitored annually by the accounting office and reviewed by the Board of Trustees at their June meeting. The remaining Trustees, who are not receiving compensation for meetings, may be reimbursed for mileage for travel while conducting official business on behalf of the college. To receive compensation for the Board regular or special meeting per month, the Student Trustee will be required to submit a Board of Trustees' timesheet provided by the Executive Assistant to the President. Payment will be issued by the President's Office through the payroll system because this compensation is subject to taxes and is reportable to the IRS. Travel Reimbursement A. If the travel does not include an overnight stay, each of the Trustees may receive: 1. Reimbursement for meals a. Only reimbursement for meals not included in the meeting or conference will be allowed. 2. Reimbursement for mileage a. Reimbursement for mileage will be requested by submitting total mileage, meeting/event title, date, location, and any necessary receipts to the Executive Assistant to the President. b. Payment for mileage reimbursement will be issued using a Travel Expense Voucher submitted by the Executive Assistant to the President to the Business Office. c. Reimbursement for mileage and meals is not subject to payroll taxes. B. If the travel requires an overnight stay, the reimbursement is not subject to payroll taxes: 1. Confirmation in writing from the Trustee of travel details is necessary for reimbursement. 2. The Executive Assistant to the President will complete a Travel Expense Voucher and submit to the Business Office all travel expenses (lodging, meals, mileage, etc.), along with all necessary receipts. State Administrative and Accounting Manual (SAAM) Section 10.70.30 Boards, Commissions, or Committees 2018-Mar 08 Adopted, Board Resolution 18-3-1 2018-Feb 01 Second Consideration 2017-Nov 14 Revised 2017-Oct 12 Rejected, Board Resolution 17-10-4 2017-Sep 14 First Consideration |
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