Guidelines for Expense Reimbursement and Travel Vouchers for KBA Volunteers
In conducting official business for, or when engaged in the representation of, the Kentucky Bar Association, expenses for ordinary, necessary and reasonable expenses for travel, meals, and lodging will be reimbursed. Trial commissioners, committee members, or any other individuals seeking reimbursement should endeavor to spend moderately. Expenses of a personal nature will not be reimbursed.
Expense Voucher
Instructions for Requesting Reimbursement
To receive reimbursement in a timely fashion, please print and complete the Expense Reimbursement Form. Prior to completing the form, please review the guidelines below or download a copy here.
- ALL expense reimbursement requests must accompany a detailed receipt.
- If using a personal credit card for a KBA business expense, including meal expense, the credit card receipt often will not detail the purchase, therefore it cannot be identified as a business expense and will not be considered a valid receipt for reimbursement. In those instances, the original invoice or receipt must accompany the credit card receipt.
- Expense reimbursement vouchers need to be submitted within 60 days from the date of occurrence or within 15 days after fiscal year end, June 30, whichever comes first.
- Alcohol is a non-reimbursable item. When turning in meal receipts which include alcohol, the alcohol and related sales tax must be omitted prior to request.
- Mileage reimbursement for private motor vehicle use on official KBA business shall be paid the rate paid to the employees of the Administrative Office of the Courts. The mileage rate is listed on the expense voucher.
- If lodging is requested, please contact your KBA staff contact in advance for lodging arrangements.
Questions?
Contact our Staff Accountant via email at bwiker@kybar.org or phone at (502) 564-3795, ext. 275