Policy Management 
    
    Oct 15, 2018  
Policy Management
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BOT 17.01pr - Board of Trustees Stipend : Procedure


SUMMARY/SCOPE
Washington State Law and Office of Financial Management (OFM) policies authorize Edmonds Community 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.

RELATED POLICIES AND PROCEDURES
BOT 17.0 Board of Trustees Stipend

SOURCE INFORMATION
RCW 43.03.230 Compensation of members of part-time boards and commissions—Class two groups (as amended by 2011 c 5).

RCW 43.03.240 Compensation of members of part-time boards and commissions—Class three groups (as amended by 2011 c 5).

RCW 43.03.250 Compensation of members of part-time boards and commissions—Class four groups (as amended by 2011 c 5).

RCW 43.03.265 Compensation of members of part-time boards and commissions—Class five groups (as amended by 2011 c 5).

State Administrative and Accounting Manual (SAAM) Section 10.70.30 Boards, Commissions, or Committees         

CONTENT OWNER. The primary responsibility for this policy belongs to:
President’s Office, Secretary of the Board of Trustees

PRIMARY CONTENT CONTRIBUTOR (Director/Dean)
President’s Office, Secretary of the Board of Trustees

REVIEW PERIOD
Three years. Requires President’s recommendation to the Board of Trustees.

REVIEW HISTORY
2018-Mar 08  Adopted by Board Resolution 18-3-1

2018-Feb 01  Second Consideration

2017-Nov 14  Revised

2017-Oct 12  Rejected by Board Resolution 17-10-4

2017-Sep 14  First Consideration



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