USGA Expensehttp://www.geoffshackelford.com/usga-expense/2006-01-22T21:08:09ZSquarespacehttp://www.geoffshackelford.com/usga-expense/usga-expense-reimbursement-policy.htmlGeoff2006-01-22T21:07:51Z2006-01-22T21:07:51ZUnited States Golf Association Executive Committee and General Counsel Expense Reimbursement Policy

POLICY

Non-reimbursable expenses:

Executive Committee members and the General Counsel are expected to pay for their own travel and expenses related to the normal course of USGA business up to and including the following:

•    Attendance at the USGA Annual Meeting, including all meetings held directly prior to, during, or after the Annual Meeting.

•    Attendance at two (2) additional meetings of the Executive Committee, including all subcommittee meetings held directly prior to the meetings.   (Normally the U.S. Open meeting and the Fall meeting at Golf House.)

•    Attendance at three (3) USGA Championships. (Normally the U.S. Open, the Senior Open, and the Amateur.)

•    Attendance at The Masters Tournament, including meetings.

•    Attendance at Walker Cup and Curtis Cup matches, including meetings with the R&A directly prior to, during, or after the match.

•    Attendance at World Amateur Team championships.

•    Attendance at USGA/PGA Rules Seminars.

An Executive Committee member who attends both a USGA Championship and a meeting of the Executive Committee prior to, during, or after the USGA Championship has attended one championship and one Executive Committee meeting under this policy.  

Reimbursable expenses:

Executive Committee members and the General Counsel who incur expenses directly related to the normal course of USGA business for meetings and activities for which their attendance is required over and above those described above may be reimbursed for reasonable travel and related expenses.  The normal course of USGA business includes:

•    Attendance at meetings of USGA committees and USGA subcommittees, either not in conjunction with an Executive Committee meeting or in conjunction with Executive Committee meetings over and above the three meetings referred to above.

•    Attendance at joint meetings with committees of the R&A, provided these meetings are over and above those described above.  If such meetings are conducted in conjunction with a USGA Championship or The Masters Tournament, only those additional expenses directly attributable to such meetings are eligible for reimbursement.

•    Attendance (working) at USGA Championships over and above those described above.

•    Attendance, by the Joint Chairman and the USGA Delegate only, at International Golf Federation meetings, IGF Administrative Committee meetings, and attendance at the World Amateur Team championships.

•    Attendance at the R&A Referee School, if approved in advance by the President.  (Limited to one time only.)

When judged in advance by the USGA President to be important to the normal course of USGA business, Executive Committee members and the General Counsel may be reimbursed for reasonable travel and related expenses incurred in attending championships, meetings, seminars, programs or special functions conducted or supported by the USGA, by clubs and courses, or by other associations or organizations.

At the Annual Meeting, the USGA may provide rooms at no cost to the USGA President and/or certain officers.  At USGA Championships, the USGA may provide rooms at no cost to the USGA President, the Chair of the Championship Committee and the Chair of the Rules Committee.

Executive Committee members and the General Counsel may be reimbursed for mailing, postage, and telephone expenses related to USGA business.

POLICY REVIEW PROCEDURE

The Executive Committee shall review the policy annually to determine whether or not this policy is in the best interests of the USGA.

REIMBURSEMENT PROCEDURES

All requests for reimbursement should be submitted on a USGA Travel Expense Report form to the USGA Controller.  Copies of receipts for each expenditure over $25 should accompany the request.  A copy of such Report should be sent to the USGA President.  (Copies of receipts do not need to be sent to the USGA President.)  All requests for reimbursement should clearly designate the business purpose of the expenditure.

When Executive Committee members and the General Council have been asked by the USGA President to represent the USGA at championships, meetings, seminars, programs or special functions, evidence of the USGA President’s approval should be attached to the request for reimbursement.  (Evidence can be an e-mail or a Pre-Approval Form.)

All Expense Reports should clearly designate the dates of travel/expenditure, the location of travel, and the business purpose of travel/expenditure.  If the Expense Report includes a meal, the names and affiliations of all persons present at that meal should be provided.  If the Expense Report includes mailing, postage or telephone expenses, documentation for such costs should be provided.

REIMBURSEMENT GUIDELINES

Spouses are encouraged to attend meetings and championships.  Unfortunately, spouse expenses are not reimbursable.

Examples of reimbursable expenses:
•    Domestic airfare (up to coach rate, but book fully discounted fare when possible)
•    Overseas airfare (up to business class rate if non-stop flight exceeds 6 continuous hours)
•    Transportation to/from airport (taxi/limo or mileage/tolls/parking)
•    Car rental (generally not to exceed mid-size)
•    Lodging
•    Meals and refreshments (dinner, inc. pre/post/during beverages, generally not to exceed $35)
•    Meal gratuities (generally not to exceed 20%)

Examples of non-reimbursable expenses:
•    Spouses’ expenses
•    Golf related expenses
•    Items for personal consumption]]>