Purpose: To establish procedures for reimbursement of travel expenses, identify the approval authority for unbudgeted requests for financial assistance, and address audits of Chapter funds (refer to current Chapter policy for specific details regarding the Chapter ROTC Scholarship Fund).
Reimbursement for Travel Expenses.
Applicability: Reimbursement for travel expenses is authorized for attendance at Council of Chapters meetings and attendance at other Military Officers Association of America (MOAA) meetings and functions as authorized by the Chapter Board of Directors.
Policy: It is the policy of the Chapter to reimburse travel expenses for official travel on behalf of the Chapter as follows:
- Mileage: Travel mileage will be reimbursed at the current Federal statutory rate for charitable travel (https://www.irs.gov/tax-professionals/standard-mileage-rates).
- Lodging: Lodging costs are capped at current GSA/Defense Travel rates (https://www.travel.dod.mil) unless approved in advance by the Board of Directors.
- Meals: Meal and incidental costs are capped at current GSA/Defense Travel rates (https://www.travel.dod.mil) unless approved in advance by the Board of Directors.
Procedures:
- Official representation at MOAA activities will be as designated by the Board of Directors prior to the scheduled activity.
- Within 30 days after attending a meeting as the official representative of the Chapter, the attending members will submit a request in writing to the Chapter President for reimbursement of expenses as defined above in “Policy” along with any appropriate receipts. Upon approval of the Chapter President (1st VP or BOD for request by President), the Chapter Treasurer will reimburse attendees from the Chapter’s General Fund Account.
Unbudgeted Expenses and Approval Authority:
Background: The Chapter is frequently contacted by veterans’ service organizations and others with requests for financial donations. There may also be internal unexpected funding requirements needing immediate attention that may be impractical to bring to the membership for a traditional vote at a Chapter meeting. Accordingly, approval authority under these circumstances is delegated as follows:
Chapter President and Treasurer: Not to exceed $750.
Board of Directors: When expenditure exceeds $750 (Board vote required; email vote acceptable)
Procedures:
- Funding for Chapter expenses may be approved at the levels presented above.
- To grant approval for financial assistance from an outside organization, it must first be determined that the assistance will directly support Maine veterans, their families, or contribute to Maine veteran initiatives or recognition.
(1) Requests will only be considered from IRS-designated charitable non-profit organizations (see excerpt below*) and must be submitted in writing detailing the circumstances for the request (email acceptable).
*These include most charities described in section 501(c)(3) of the Internal Revenue Code, and, in some circumstances, fraternal organizations described in section 501(c)(8) or section 501(c)(10), cemetery companies described in section 501(c)(13), volunteer fire departments described in section 501(c)(4) and veterans organizations described in section 501(c)(4) or 501(c)(19). In addition, contributions for exclusively public purposes to a State or its political subdivision.
SOURCE: https://www.irs.gov/charities-non-profits/exempt-organizations-general-issues-charitable-contributions
(2) The Chapter President and Treasurer shall be made aware of all requests for financial assistance, regardless of amount.
(3) In special circumstances requests to directly assist individual honorably discharged Maine veterans (or their immediate family members) may be considered.
- When a request for financial assistance is approved, the Chapter Treasurer will be notified with information on how payment is to be made.
Audits:
An audit will be conducted of the Chapter funds within 90 days as required by the bylaws (at least every four years, or when a new Treasurer is appointed, or when requested by a vote of the Board).
- Audits will be conducted by two disinterested (non-officers) Chapter members with a written summary prepared for the board for review and approval.
Approved: This Chapter Operating Instruction was approved at the Board of Directors meeting held at 1000 on March 5, 2026.