Reimbursement of Travel and Other Expenses
(1)Subject to sections (2)–(6) of this rule, a member of the Oregon Alfalfa Seed Commission, including a member employed in full-time public service, may receive actual and necessary travel and other expenses actually incurred in the performance of the member’s official duties.
(2)In order to receive reimbursement of actual and necessary travel and other expenses, a member must submit to the Oregon Alfalfa Seed Commission a written itemized claim for reimbursement supported by receipts, invoices or other appropriate documentation for travel and other expenses by the 10th day of the calendar month following the month in which the member incurred the expense. The claim for reimbursement must include the following information for each expense:
(a)Date on which the member incurred the expense; and
(b)Nature of the expense; and
(c)Amount of the expense.
(3)An expense that exceeds $200.00 dollars must be authorized by the Oregon Alfalfa Seed Commission before a member incurs the expense.
(4)For the purposes of this rule, “travel and other expenses” are limited to reasonable expenses. An expense is reasonable if:
(a)It is an actual expense incurred by a member in carrying out official commission business, which is within the member’s scope of responsibilities; and
(b)The expense is necessary to enable the member to carry out official commission business.
(5)For the purposes of this rule, “travel and other expenses” includes:
(e)Cost of attending an event or phone calls associated with promotion of a commodity, such as a festival, stock show, county fair or state fair.
(6)For the purposes of this rule, “travel and other expenses” does not include:
(a)Attendance at a sporting event, concert, theatrical performance, movie, or dance venue, including such events that occur at a fair, festival or stock show.
(b)In-room movie rental.
(c)Long distance telephone charges at a place of lodging that are not associated with Oregon Alfalfa Seed Commission business.
(d)Use of a gym or health club.
(e)Cost of a gift for a host, business associate, commission member or employee, or family member.
Rule 624-040-0020 — Reimbursement of Travel and Other Expenses,