dear @MKalischNYC
it is a bit vaste this topic, depending on the culture of the company and what it has been done until today.
did you try to type those sort of general request to chatGPT. I got this by asking "write me a travel and expense policy for a non-profit company with less than 20 employees"
Travel and Expense Policy for Non-Profit Company with Less Than 20 People
Purpose: This policy is designed to ensure that all travel and expenses incurred on behalf of the non-profit company are necessary, reasonable, and properly documented. It is intended to provide guidance and procedures for employees and volunteers who are required to travel or incur expenses while conducting business for the non-profit.
Eligibility: This policy applies to all employees and volunteers who are authorized to travel or incur expenses on behalf of the non-profit. Approval for travel and expenses must be obtained from the appropriate supervisor or manager prior to incurring expenses.
Travel and Lodging Expenses:
Transportation: Employees and volunteers are encouraged to use the most economical form of transportation possible. This may include public transportation, carpooling, or rental vehicles if necessary. When renting a vehicle, it is important to select the most economical option and to avoid optional extras.
Airfare: Air travel must be approved in advance by the appropriate supervisor or manager. Employees and volunteers must select the most economical option for air travel, which includes booking airfare in advance and avoiding last-minute bookings.
Lodging: Employees and volunteers must select the most economical lodging option possible. The use of Airbnb, hostels, or other low-cost accommodations is encouraged. Luxury hotels are not permitted unless there are specific circumstances that justify the expense.
Meals: Employees and volunteers may be reimbursed for reasonable meal expenses. Receipts must be provided for all meals over $25. Alcohol is not reimbursable.
Other expenses: All other expenses, such as baggage fees, parking fees, and tolls, must be reasonable and necessary. Receipts must be provided for all expenses.
Expense Reimbursement:
Employees and volunteers must complete an expense report within 30 days of incurring expenses. The report must be submitted to the appropriate supervisor or manager for approval.
Receipts must be provided for all expenses over $25.
All expenses must be itemized on the expense report.
Expenses will be reimbursed within 30 days of submission of the expense report.
Any expenses that are not in compliance with this policy will not be reimbursed.
All reimbursements will be processed through the payroll system.
Other Provisions:
Employees and volunteers are expected to exercise good judgment and restraint when incurring expenses on behalf of the non-profit.
Employees and volunteers are expected to take advantage of discounts and special offers whenever possible.
Employees and volunteers must comply with all applicable laws and regulations when incurring expenses on behalf of the non-profit.
Any violations of this policy may result in disciplinary action, up to and including termination of employment or volunteering.
Please note that this is a sample policy and may need to be customized to fit the specific needs and circumstances of your non-profit company. Additionally, it is important to consult with legal and accounting professionals to ensure that your policy is compliant with all applicable laws and regulations.
Kind Regards
Alessandro Munari
