The current policy is very vague on requirements and time frame to request for reimbursements. The updated language adds clarity to how reimbursements are handled within the district.
Current Policy Section 8.09 (E) Requesting Reimbursement. The individuals authorized in Section 8.09 must request reimbursement from the District Treasurer within 30 days of the expenses having been incurred. A properly completed and signed voucher, as well as receipts, are required for reimbursement. Unless previously approved by the Governor, any expense reimbursement request after 30 days shall not be granted.
Updated Language - Policy Section 8.09 (E) REQUESTING REIMBURSMENT
Authorized individuals as outlined in Section 8.09 shall be reimbursed for expenses incurred in district administration business upon receipt by the district secretary treasurer of a properly completed and signed voucher accompanied by a copy of any required receipts and reports (i.e. club visitation report, zone meeting report).
Reimbursements for International or District conference or convention attendance will be for legitimate expenses up to the individual’s approved budget for said event(s).
Requests for reimbursements for International trainings or conventions from the District should NOT include any reimbursements made or expected from Optimist International for the same event.
Reimbursements should be submitted within 30 days of the ending date of the event.