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The Luc Cochran Foundation (TLCF) has established this expense policy to ensure that all business-related expenses are reasonable, necessary, and properly documented. This policy applies to all individuals incurring expenses on behalf of TLCF, including board members, executive staff, contractors, employees, and volunteers.

1. Eligible Expenses

TLCF will reimburse employees, contractors, and volunteers for legitimate expenses incurred while conducting activities related to the organization’s mission. These may include but are not limited to:

• Travel: Airfare, train fares, bus tickets, rental cars, mileage (reimbursed at the current IRS rate), parking, tolls, and other transportation-related costs.
• Lodging: Hotel stays, including taxes, for business travel.
• Meals: Reasonable meal expenses while traveling or during business meetings.
• Supplies: Office supplies, technology, and equipment necessary for job duties.
• Event Costs: Registration fees, venue rentals, and other event-related expenses.

2. Pre-Approval Process

All expenses, especially those related to travel, lodging, and events, must receive prior approval from the appropriate manager or executive. Pre-approval should be requested before making any non-routine purchases or travel arrangements. This ensures that expenses are within budget and align with organizational needs.

3. Non-Reimbursable Expenses

TLCF will not reimburse the following expenses:

• Personal travel or vacation costs.
• Entertainment (e.g., personal movies, club memberships).
• Non-business-related meals or gifts.
• Costs for family members or non-TLCF personnel accompanying business travelers.
• Any expenses that exceed reasonable limits or lack proper documentation.

4. Documentation Requirements