Reimbursement Policy

Effective: January 15, 2022

Policy

Bluebonnet Equine Humane Society, Inc.’s (BEHS) policy on monetary reimbursements conforms to the organization’s role as a non-profit corporation under IRS code, section 501(c)(3).

Procedure
  1.  No reimbursements will be made without receipts (mileage is the only exception).  
  2.  Mileage will be reimbursed at 50 cents per mile for non-trailering mileage and 75 cents per mile for trailering mileage. 
  3.  Vet expenses must be approved in accordance with the veterinary procedure policy or reimbursement may be delayed or denied.  To facilitate bookkeeping, BEHS will accept direct invoicing from veterinary clinics, but again, prior approval is required for the veterinary procedures. 
  4. With the exception of a sponsored equine, ordinary feed and farrier costs will not be reimbursed. 
  5. Initial and annual dental procedures are reimbursable, as are any extraordinary dental procedure in accordance with the veterinary procedures policy. 
  6. All reimbursements must be submitted within sixty (60) days of the date of the receipt or else they will not be reimbursed.
  7. If purchasing merchandise or large quantities of supplies on behalf of BEHS, every effort must be made to find the lowest price. 
  8. Any reimbursable expenditure on behalf of BEHS of more than $200 must be approved by two directors or officers.  Email or verbal approval is acceptable. 
  9. If a director or officer incurs a reimbursable expense over $50, he/she must have approval from another officer or director.  If anyone abuses this privilege, it may be revoked by a simple majority vote of the Board of Directors.
  10.  Officer, directors, and volunteer coordinators do not need approval for items that are approved as part of a budget for an event or program as long as that officer, director or volunteer’s spending does not exceed approved, budgeted amounts.