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CONFRERIE DE LA
CHAINE DES ROTISSEURS DES ETATS-UNIS
EXPENSE REIMBURSEMENT POLICY
Set out below is the reimbursement
policy for the Confrérie de la Chaîne des Rôtisseurs des Etats Unis
(“Chaîne”) approved and effective as of October 14, 2006 and it replaces
all previous expense reimbursement policies. The policy set out below
provides guidance regarding what expenses will be reimbursed by the
Chaîne, and it is broken into separate categories that address the types
of meetings that may give rise to reimbursable expenses. Expenses are
only reimbursable for the persons holding the offices/positions as
indicated, and only up to the amounts that are covered by the
descriptions that follow. All expense reimbursement requests shall be
timely submitted on the Chaîne’s expense reimbursement form created by
the Chaîne’s Executive Director (“ED”) and approved by the Argentier des
Etats-Unis (“Argentier”), together with such receipts and documentation
as may be determined necessary by the Argentier.
U.S. National
Meetings (includes Board Meetings and National Chapîtres)
This area of the policy is to
provide guidance relating to U.S. National Meetings, such as the annual
Grand Chapître aka National Meeting, and meetings of the National Board
of Directors.
1) Air Fare - The person entitled
to participate shall receive reimbursement for air travel at the lowest
available coach class air fare, but if it will be in excess of $500 then
pre-approval must be obtained [from the ED, the Bailli Délégué des
Etats-Unis (“Bailli Délégué”), or Argentier], or the reimbursement will
be limited to $500, regardless of the actual cost incurred by the person
seeking reimbursement.. In the case of the ED and the Argentier, the
approval for expenses in excess of the $500 per trip limit must be
obtained from the Bailli Délégué, and in the case of the Bailli Délégué,
approval must be obtained from the Argentier or the $500 limit will
apply.
2) Lodging – The Bailli
Délégué
and the ED or the Argentier, will determine the appropriate number of
nights that will be reimbursed for a National Board or National Chapître
and the number of nights shall be communicated to those entitled to
reimbursement substantially concurrent with the announcement of the
meeting and the availability of room reservations. Reimbursements for
lodging will be at the lowest Chaine rate per night. To encourage all
board members to be available to the membership and board, reimbursement
of lodging will only be for the Chaine event hotel, even if lower cost
lodging is available elsewhere. Exceptions may be made if no rooms are
available at the event hotel, and is approved in advance by the
Executive Director, Bailli Délégué or Argentier.
3) The Bailli Délégué and the
Argentier, with input from the ED, shall determine which, if any, meals
will be reimbursed for a National Board or National Chapître meeting,
and for which officers, and in some instances (e.g. breakfast for an
early meeting), the direct payment of the cost of the meal.
4) Absent advance approval as
indicated in the preceding item, meals, tastings, tours, and other
events that are typically scheduled and available for participation by
those in attendance at National Chapîtres and at National Board Meetings
shall be paid for by the individuals that participate and there will be
no reimbursement by the Chaine for attendance and/or participation in
such events.
5) Reasonable de minimus expenses
for parking, commuting to the airport (if not traveling by car, and
miscellaneous out of pocket expenses (i.e., tips, phone and internet
charges), are subject to reimbursement, but shall not exceed $300 per
meeting per officer or person seeking reimbursement for same.
6) If the organization is provided
special rooms or cabins (i.e., Presidential Suite) at no additional cost
to the organization, the Bailli Délégué is specifically allowed the use
of the facilities at no additional personal cost. The Bailli Délégué
would still be responsible to pay the lowest available Chaine rate for
each night not specifically reimbursed.
7) Those entitled to reimbursement
under this portion of the Policy include all Officers of the Chaine that
have been elected to their position and that are Directors, National
Officers of the U.S. Chaine that were appointed to their position by the
Bailli Délégué and that are Directors, the members of the Audit
Committee, the Jurisconsulte, and any person elected to a National
Office not included in the preceding description. The immediate past
Bailli Délégué is included in the above, but other persons that hold the
title of Bailli Délégué Honoraire are not included for reimbursement of
expenses.
Executive Travel
The intent of the Executive Travel
Policy is to provide guidance for the travel expenses that may be
incurred by certain officers of the Chaine in fulfilling their
obligations for the Chaine and their respective expenditures shall be
within the budgetary limits established for each budget year of the
Chaine. They are intended to allow reimbursement of the expenses
incurred in traveling to and participation in Assemblages, Regional
Meetings, and/or National events, and do not include the National Board
or National Chapître Meetings that are covered in the preceding category
for expense reimbursement. This portion of the policy and expense
reimbursements shall only apply to those Chaine officers for whom
budgeted expenditures may be incurred, for the types of
events/activities above described, and only up to the limits set in the
Chaîne’s annual budget.
1) Reimbursable expenses shall
include air fare, lodging, and miscellaneous de minimus expenses for
traveling to, attendance at, and participation in Regional Assemblages,
National events, and meetings of U.S. Bailliages. Executive Travel
reimbursements shall apply to or be available for reimbursable events
otherwise described in this Policy, but there shall be no duplication of
reimbursements.
2) The Bailli Délégué must be made
aware in advance of travel that is planned by a Chaine officer that
falls within Executive Travel and for which reimbursement will be
sought. In the case of the Bailli Délégué, when Executive Travel is to
be utilized, he/she shall inform the ED and the Argentier in advance of
the planned travel.
3) All expense reimbursement
policies for National Meetings shall apply with the following
exceptions:
- The Chaine officer shall be
entitled to be reimbursed for his/her meals while traveling en route
to or from the destination, and the expenses for same shall be
limited to the lesser of the per meal allowance indicated below or
$140.00 per day. If International Travel is involved, the
limitations for International meetings (1 through 5 below) shall be
followed.
- All domestic (48 states)
travel is subject to the lowest available airfare. Travel outside
the United States, the Caribbean, and Hawaii, with travel time in
excess of 5 hours, shall be reimbursable at the lowest available
business class airfare.
4) If the International Chaine
reimburses any part of the costs of a trip, the U.S. Chaine shall not
reimburse any additional costs for that trip without approval for same
by the ED and either the Bailli Délégué or the Argentier (with the
Bailli Délégué approving for the Argentier and the Argentier approving
for the Bailli Délégué) or, in the alternative, the Board of Directors.
If a reimbursement is requested relating to an International Meeting and
a request for reimbursement was submitted to the International Chaine,
then a true and correct copy of that request shall be sent to the U.S.
National Office together with the reimbursement request submitted to the
U.S. National Office so that duplications of requests and reimbursement
do not occur. Should the International Chaine provide reimbursement for
something for which reimbursement is also provided by the U.S. National
Office, then the reimbursed person shall repay to the U.S. Chaine the
duplicated payment.
5) Regardless of the actual
expenses incurred by the respective Chaine officer with a budgeted
amount for this type of travel, no reimbursement shall be made in excess
of the budgeted amount.
Reimbursement
Policy For International Meetings.
Members of the Conseil Magistral
that are members of the U.S. Chaine and who are not otherwise entitled
to reimbursement for expenses from the International Chaine, shall be
entitled to reimbursement for expenses incurred in participating in the
Conseil Magistral. Those entitled to these reimbursements shall be those
who have been appointed in the immediate prior year to the Conseil
Magistral and those that are appointed at the International meeting for
the upcoming year to the Conseil Magistral.
1) The amount that shall be
reimbursable for air fare shall be the lowest available coach class air
fare that is susceptible to upgrade to business or first class air
travel for travel outside of the continental United States. If the
amount of that expense will be in excess of $1,500, then pre-approval
must be obtained from the Bailli Délégué, Argentier, or ED. If
pre-approval is not obtained, the amount reimbursable for air fare shall
be limited to $1,000 for attendance at any single meeting.
2) Lodging - the amount
reimbursable shall be limited to the rate negotiated by the
International Chaine and available to participants at the hotel utilized
for the meeting. If no such arrangements are available, then the amount
reimbursable per night shall be the lesser of the actual expense
incurred or $300 per night.
3) Meals - Chaine sponsored
events/meals will be reimbursed on an actual cost basis subject to the
overall limitation contained in (6) below. The expense for other meals
during the participation at the meeting shall be limited on a per day
basis to $25 for breakfast, $40 for lunch, and $75 for dinner.
4) Transportation from
International airports to hotels and comparable return travel to the
airport shall be limited to $100 each way. The total amount may exceed
$100 and be split amongst a group to allow for van/limousine travel, but
the cost per individual cannot exceed the $100 limit each way.
5) Other miscellaneous expenses
incurred to participate in such meetings (e.g. tips, airport parking,
mileage, etc.) shall be limited to $200 per trip.
6) The overall budgeted limitation
for attendance at the international meetings (currently $10,000) shall
be split equally amongst those entitled to reimbursement as above
described and that actually attend the meeting, with a limit equal to
$2,500 if four (4) members attend [there are currently four (4) members
of the Conseil Magistral from the United States Bailliage entitled to
reimbursement if they attend the international meeting], and if less
than four members attend, then a limit of $3,333 per person entitled to
this reimbursement. The amount reimbursable in the aggregate to those
entitled to reimbursement shall be annually reviewed by the Finance
Committee and the Argentier, with any proposed change in the amount
being presented to the Chaîne’s Board for approval. The overall limit of
$2500/$3333 includes direct payments made by either a qualifying member
of the U.S. Delegation or direct payments by the U.S. Chaine for
International Chapître sponsored events.
7) The amounts stated in 1)
through 6) above may be changed by the Bailli Délégué to account for
changes in currency valuation/fluctuations, but those changes should not
occur more frequently than annually. However, the overall budgeted
limitation described in the preceding item (currently $10,000) shall
limit the amount reimbursable to all of those entitled to reimbursement,
and to each person individually entitled to reimbursement and this
amount shall only be changed by a change in the budgeted amount or by an
action of the Board of Directors.
Induction
Travel Reimbursements
Chaine regional and national
officers are required to travel from time to time to conduct inductions
of new members to the Chaine, elevation of officers, and induction of
members and elevation of officers in Mondiale. This section of the
policy is to address expenses incurred in connection with conducting
such inductions. Because of the desire to limit travel expenses for
induction related travel, those determining who will handle the
induction (e.g. Bailli Provincial) shall consider those officers that
can perform the induction and whose travel costs can be limited because
of his/her proximity to the induction event.
1) Air Fare/Transportation - The
National administrative office of the Chaine shall reimburse the
induction officer for transportation for himself/herself, and his/her
spouse/traveling companion, to and from the induction event. If air fare
is required, the lowest available coach class air fare, but if it will
be in excess of $500 then pre-approval must be obtained (from the ED,
the Bailli Délégué, or Argentier), or the reimbursement will be limited
to $500 per person, regardless of the actual cost incurred by the person
seeking reimbursement.. In the case of the Argentier, the approval for
expenses in excess of the $500 per person limit must be obtained from
the Bailli Délégué, and in the case of the Bailli Délégué, approval must
be obtained from the Argentier or the $500 limit will apply. In the
event that the induction officer travels by car, then he/she shall be
entitled to be reimbursed at the Internal Revenue service standard
mileage rate (currently 42 cents per mile), similar to that stated
above, and the mileage expense reimbursement shall not exceed $200.00
and shall be in lieu of the air fare above-described
2) The local Bailliage shall
furnish transportation to and from the airport in the induction city
whenever possible, hotel accommodations at a first class hotel for the
induction officer and his/her spouse/traveling companion, and the cost
of the induction dinner for the officer and his/her companion. If the
Bailliage requests that the visiting officer stay over an additional
day, for purposes of meetings or other assistance, then the Bailliage
shall furnish the officer a second night of lodging and pay for the meal
expenses of the officer for the additional period that he/she is at that
location, subject to the daily limitations of $25 for breakfast, $40 for
lunch, and $75 for dinner.
3) If for any reason the local
Bailliage does not provide transportation from the airport to the hotel
and return, then the induction officer shall be reimbursed for actual
costs incurred for transportation while visiting for the induction. This
may include taxi fares, automobile rental for a mid to large car at the
least expensive rate possible. If a premium or luxury car rental occurs,
then the reimbursement shall be limited to what the charge would have
been for a mid to large vehicle from the same car rental company. If a
car service is used for transportation, then the reimbursement shall not
exceed $100 each way.
4) Other miscellaneous expenses
incurred to participate in such meetings (e.g. tips, airport parking,
mileage, etc.) shall be limited to $200 per trip.
5) Inductions held at regional
assemblages and National meetings (Chaine or Mondiale) are considered
differently. The inducting officer will be present at the event for
purposes of the meetings and other events, the reimbursement expenses by
the national office and the local Bailliage, as described in this section
of the policy will not apply. Induction travel expense reimbursement may
not be used in conjunction with any other travel expense reimbursement
policies contained in this policy statement (i.e. executive travel &
induction travel). The Bailli Provinciaux should utilize their annual
budget for the reimbursement of assemblage expenses, and if funds are
available, their travel and travel of Regional officers, as they see
fit.
Pre-Planning
Reimbursement Policy
for Chapître/Board Meetings/Brilliat Savarin/Société de Mondiale
The Chaine recognizes that certain
officers may and will incur expenses to create and properly plan for
various Chaine meetings and events. This expense reimbursement policy is
solely related to such meeting/event planning.
1) Prior approval should be
obtained from the ED, Bailli Délégué, or Argentier, for planning trips
and meetings in advance of the holding or scheduling of a trip. This
also allows for determining the officers/people whose presence is needed
for the planning for the event. For example, when reimbursement of
expenses that will be incurred for advance planning for a nationally
sponsored trip, the ED, Bailli Délégué, or Argentier should give
approval in order to allow for a control of the expenses that may be
incurred and which may be substantial. This is advance approval for the
event, trip or activity for which the planning trip is to occur. The
expense items described below apply to each person that participates in
the planning meetings/activities as approved by the ED, Bailli Délégué,
or Argentier.
Absent prior approval by the ED,
Bailli Délégué, or Argentier, there should be only one pre-planning trip
for a Brillat Savarin or Société Mondiale du Vin National Meeting/event.
Pre-planning for National Chapître and National Board Meetings shall be
limited to three (3) trips.
2) Air Travel - The person
entitled to participate shall receive reimbursement for air travel at
the lowest available coach class air fare, but if it will be in excess
of $500 then pre-approval must be obtained [from the ED, the Bailli
Délégué, or Argentier], or the reimbursement will be limited to $500,
regardless of the actual cost incurred by the person seeking
reimbursement.. In the case of the ED and the Argentier, the approval
for expenses in excess of the $500 per trip limit must be obtained from
the Bailli Délégué.
3) Lodging - To the extent
possible, the person traveling for such planning should try to arrange
in advance for the lodging to be provided by the hosting hotel/property
so that the Chaine does not incur this expense. However, if that is not
possible, then the amount reimbursable shall be the lesser of the actual
expense incurred or $300 per night. Since the visit is not a vacation,
the number of nights of lodging for which reimbursement is to be
provided is to be limited to those actually needed to accomplish the
planning that is needed.
4) Meals - As with lodging, the
planning officers/individuals should seek to have a portion or all of
the meals paid for by the host property. When that is not possible, or
meal related expenses are incurred beyond that paid for by the host
property, the amount that will be reimbursed will be limited to the
following on a per day basis: $25 for breakfast, $40 for lunch, and $75
for dinner. In the event that tasting menus are to be provided, then the
reimbursement for same shall be limited to $500 per trip.
4) Transportation - The actual
costs incurred for transportation while visiting the site for planning
will be reimbursed. This may include taxi fares or automobile rental for
a mid to large automobile at the least expensive rate possible rate. If
a premium or luxury car rental occurs, then the reimbursement shall be
limited to what the charge would have been for a mid to large vehicle
from the same car rental company. If a car service is used for
transportation, then the reimbursement shall not exceed $100 each way.
5) Other miscellaneous expenses
incurred to participate in such meetings (e.g. tips, airport parking,
mileage, etc.) shall be limited to $200 per trip.
6) No special upgrades/free space
shall be made for the planning member. Any upgrades/free items shall be
shared by the entire traveling group.
Policy on
Chaîne des Rôtisseurs Sponsored Events
Bailliage
Events
The planning and carrying out of
Bailliage activities are the responsibility of the Bailli and the
chapter officers. The Bailliage is free to publicize its events to its
members and the members of any other Bailliages whose Bailli consents to
this, to their own region with the consent of the pertinent Bailli
Provincial, and to the Board of Directors or the National Council with
the consent of the Bailli Délégué. Such activity must be clearly
presented as an event of the specific Bailliage, not as a regional or
national event.
Regional Events
For an event or activity to be
publicized as a regionally sponsored event, it must have the approval of
the pertinent Bailli Provincial, the active involvement of the region’s
officers and the expected participation of enough of the region’s
members to make it viable. The activities would normally be one-time
events, not an ongoing series aside from Regional Assemblages or Société
Mondiale du Vin events. The region is free to publicize such events to its own
members and to other Regions with the consent of the pertinent Bailli
Provincial, and to the Board of Directors or the National Council, with
the consent of the Bailli Délégué. Such activity must be clearly
presented as an event of the region, not as a nationally sponsored
event. Care should be taken to assure that the event is of Chaîne
quality and will be a credit to the society.
National Events
Before an event may be promoted as
a National Event, it must be pre-approved by the Bailli Délégué and his
chosen committee. Such an event should be carefully picked to be
universally interesting and to be fitting as an event of the society and
includes the regular National Board Meetings and National Council
Meetings, Jeune Commis and Young Sommelier Competitions, Chaîne trips
such as cruises, Société Mondiale du Vin trips to various wine producing
areas, and Brillat-Savarin events. Each of these can be excellent if
they are carefully planned and executed by capable professional leaders.
Care should be taken to avoid duplications and conflicts of timing;
however, popular trips will often be repeated to allow greater
participation while retaining the advantages of small group travel.
National Events can be promoted
and reserved through the National Travel Committee.
Procedures
Approval Forms will be
required. They may be obtained from the National Administrative
Office. They should be correctly and completely prepared before
submitting them to the required address, as listed on the forms, for
tentative approval. From that point on, the details of the event can be
developed for approval and distribution. The National Administrative
Office will handle the distribution of the information and reservation
instructions for approved National Events.
A group or individual may plan an
event in its entirety, potentially using past Chaîne travel partners,
and provide the committee with the itinerary, including a preliminary
budget and number of estimated attendees for review and approval.
Travel, related to the event, that
is to be funded by the proceeds from that event and will cost in excess
of $500 round trip for one person should be approved by either the
Executive Director or Argentier. For planning trips or meetings,
approval should be attained prior to the holding or scheduling. For
example, when reimbursement of expenses incurred for advance planning
for a nationally sponsored trip, the Executive Director or Argentier
should give approval in order to provide control of the expenses that
may be incurred and which may be substantial.
A down payment to hold a
reservation will be required followed by final payment well in advance
of the event. It will be up to the participant to cover his/her risks as
to travel and trip insurance.
Please note that it is the policy
of the Confrérie de la Chaîne des Rôtisseurs des Etats-Unis to insist
that any free goods (such as one free traveler for every 15 as might be
available on a cruise line) would be divided equally among those who pay
to travel with the group or will be used to enhance the value of the
event for everyone concerned. Member guides shall not be reimbursed,
however in the event of a non-member guide traveling with the group and
performing services as leader of the trip, it will be approved policy to
have the basic expense of the non-member guide be included as a part of
the cost of the trip.
Exclusive marketing arrangements
with a supplier are not permitted. Any prior marketing arrangements must
be spelled out in contract before the acceptance of a proposed trip. All
trips approved and scheduled for inclusion on the Chaine Calendar must
state intended plans for marketing said trip.
General
Policies
The policies listed below apply to
all expense reimbursements indicated above, unless otherwise indicated
or separately described and addressed in the respective expense
reimbursement category. In election years, members of the Election
Committee shall receive reimbursement for their expenses in accordance
with the general policies set out below. Only with the prior approval of
the Bailli Délégué will expense reimbursements be allowed for Chaine
members outside of the persons and for the purposes indicated above. Any
such authorization shall be subject to the limitations of these General
Policies.
1) Those entitled to reimbursement
of expenses should use the most cost-efficient alternatives when
traveling and for ensuring that the expenses that they incur are
reasonable. Those entitled to reimbursement for expenses as
described below should be mindful of minimizing whenever possible the
expenses that may be incurred and paid by the Chaine and also the
perception of members relating to the expenses that are incurred and
paid for by the Chaine.
2) All expenses must be documented
if over $25, and the Chaîne’s expense reimbursement form shall be
submitted, together with that documentation within forty-five (45) days
after the conclusion of the meeting/event for which a reimbursement is
requested or no reimbursement will be allowed.
3) All reimbursement requests
shall be timely submitted on Chaine forms/formats (as may be modified
from time to time) together with back-up documentation and receipts, and
shall be reviewed by the ED for approval or disallowance in accordance
with the policies stated above. For more significant amounts, the ED
shall seek input from the Argentier and/or the Bailli Délégué before
determining the approval or disallowance of an expense reimbursement
request.
4) Air Fare - The person entitled
to participate shall receive reimbursement for air travel at the lowest
available coach class air fare, but if it will be in excess of $500 then
pre-approval must be obtained in advance of the travel from the ED, the
Bailli Délégué, or Argentier, or the reimbursement will be limited to
$500, regardless of the actual cost incurred by the person seeking
reimbursement.. This provision regarding air fare applies to all
circumstances to the extent not specifically addressed above (e.g.
separate policy for National Board Meetings and Executive Travel). In
the event of multiple trips for different events or purposes, the events
shall each meet the requirements separately from the end of each event.
5) Fuel Surcharges and Taxes - To
the extent that fuel surcharges and taxes are separately added to air
fare for air travel, the cost of same shall be reimbursed and may cause
the air fare expense incurred to exceed the monetary amounts indicated
above, and the cost of same in excess of the limit shall be reimbursed.
6) Auto expenses for
transportation related expenses shall be reimbursed at the Internal
Revenue service standard mileage rate (currently 42 cents per mile).
7) Lodging expense for needed
overnight accommodations shall not exceed $200 per night unless prior
approval is provided by the ED, Bailli Délégué, or Argentier. This
restriction does not apply to National Meetings, Inductions,
International Travel, and Pre-Planning Travel, each of which is
separately addressed above. Also, the ED in some instances will make
arrangements for overnight accommodations (e.g. for Election Committee
members for counting of ballots) and those expenses may be paid directly
by the Chaine rather than being submitted for reimbursement. Such
reservations and payment arrangements shall be at the discretion of the
ED.
8) The rules for the National
Board and National Chapître meetings shall supersede other policies in
this document that may otherwise apply to such meetings. No two policies
may be utilized (e.g. at a National Meeting, the National meeting rules
will apply, even if the officer conducts an induction at the event) for
expense reimbursement.
9) In no event, shall a request
for reimbursement be made or reimbursement provided that exceeds the
actual out of pocket costs incurred by the person seeking reimbursement
(i.e. no reimbursement for utilizing personal airline/hotel points).
10) No spousal/companion expense
reimbursement will be allowed, except relating to the Regional and local
Bailliage inductions as indicated above.
11) The expense reimbursement form
that is utilized is to be prepared by the Argentier and the ED, and they
may revise it from time to time, to adjust to needs that may exist in
reporting. The form shall also include a statement at the end with
wording in substance similar to the following: “The expenses listed are
accurately reported, are within the Chaîne’s expense reimbursement
policy, and reflect the expenses actually incurred.” This text should be
followed by a signature line for the requesting person to sign the form
prior to submittal.
12) The International Chaine has
its own expense reimbursement policy. That policy shall apply to and
control the expenses that are incurred for participation in
international meetings. If there are conflicts in that policy and the
policies stated above, then the International Chaine policy will apply
to all expenses incurred to attend a meeting where reimbursement from
the International Chaine is to be provided. However, the policies stated
herein shall control in the event of any other conflicts in policies.
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