It is the policy of the Philadelphia Bar Association (BAR) to reimburse Section vendors or individuals for expenses incurred on behalf of the Section from the Section’s dues account. Such expenses shall not be inconsistent with the Policies and Procedures of the Association. Any expenditure over $5,000 must be reviewed by the Associations Finance Committee, other than budgeted/recurring items.
The following are examples of expenses incurred by a Section that are reimbursable:
- Meeting Expenses, i.e. for monthly Section meetings at a law firm
- Travel Expenses, i.e. flight, hotel stay, meals for the ABA meeting
Certain expenses that are incurred while traveling for the Section may not be reimbursable. The following are some examples of expenses that are not reimbursable:
- In-room movies at a hotel
- Tickets to a show while traveling for business
- Tickets to an amusement park while traveling for business
- Alcohol Beverages
A request must be submitted to the Philadelphia Bar Association’s Finance Department to the Attention of the Accounts Payable department.
The Section Treasurer, Chair or Co-Chair of the Section must approve the request and submit the request for payment.
The request must include a letter detailing the expenditure, the authorized reimbursement amount of the expenditure, the original documentation to support the expenditure and an original approval signature of the Section Treasurer, Chair or Co-Chair.
Upon receipt of the appropriate documentation, the Accounts Payable department will process the request for payment. All requests with the appropriate documentation will be processed within 5 working days from receipt in the Accounts Payable department.
A BAR check is cut for the approved amount and the expense is charged to the appropriate Section accordingly.