PMI Switzerland - Expense Reimbursement Policy_V3
The original document in pdf version can be located on the documentation drive under policies folders.
Link to the Policy document: https://drive.google.com/file/d/1AXxe_YqWUFVb9VulfUq6g51pZAVVztne/view
Link to the expense reimbursement request form :https://pmi-switzerland.ch/images/articles/internal-use/PMI-CH_Expenses_Template_2024.xlsx
Document Purpose
This document serves as the PMI Switzerland Chapter Expense Policy. The purpose of this policy is to ensure a predictable, fair and efficient handling of expense reimbursement claims by PMI Switzerland Chapter volunteers.
1. Who does this Policy Apply to?
This Expense Reimbursement Policy applies to the:
- Members of the Board of Directors (BoD) of the PMI Switzerland Chapter (Chapter); and
- Other Chapter volunteers, who are acting officially and with authorization, on behalf of the Chapter. For e.g.: Task Force and Committee Leaders and Members. This document refers to these people as Authorized Persons (AP).
2 General Rules for Expense Reimbursement
2.1 All members of the BoD are entitled to reimbursement of their expenses provided they meet the criteria described in this policy;
2.2 The BoD may give selected volunteer leaders the same status, either permanently or temporarily;
2.3 Other volunteers need pre-approval by the BoD before incurring any expenses;
2.4 General PMI members, who participate in Chapter activities are not eligible for expense reimbursement.
2.5 Any exceptions to the above regarding the person, or expense type, must be approved by the BoD in advance. The BoD will determine and approve the maximum reimbursement in advance of incurring the expense.
2.6 This policy comes into effect on the date indicated on the title page, and replaces all previous expense reimbursement policies and processes.
3 Definition of an “Expense”
In the context of Chapter activity, an expense is an outlay of funds actually and necessarily incurred by the AP in connection with Chapter-related activities within Switzerland.
The AP is expected to handle Chapter funds in a prudent manner, to carefully plan usage of funds, and to bear in mind cost savings opportunities. Any outlay, which was unnecessary to carrying out Chapter-related activities, will not be reimbursed by the Chapter.
4 Expense Approval
Expense amounts will be within the annual budget for the respective department and will be approved by the person senior to the AP.
Expenses incurred by the Finance VP will be approved by the President.
Expenses incurred by the President will be approved by the Finance VP
Geographic Restriction
The Chapter conducts business in Switzerland. Chapter Officers and BoD members should be present in Switzerland, either as residents and/or with their primary working location within Switzerland.
Reimbursement for travel expenses, on official Chapter business, is generally limited to Switzerland. Exceptions to this general rule will be budgeted and approved by the BoD separately.
5 Definition of “Official Chapter Business”
Official Chapter Business includes, but is not necessarily limited to:
- Attendance at Chapter BoD Meetings;
- Participation at the Chapter’s Annual Members Meeting;
- Participation at Chapter National Events;
- Participation at Chapter Local Events if the distance traveled each way is in excess of 50 kilometers
- Participation at Chapter Task Force and Committee Meetings; and
- Acting as an official representative of the Chapter.
6 Travel Expenses
6.1 Public Transportation
Whenever possible, public transportation including bus, tram or trains should be used.
The AP will be reimbursed for rail transportation up to the price of:
- A 1st class train ticket, with a half-price rail pass; or
- An upgrade to 1st class, from a personalized 2nd class season ticket; or
- A full-price 2nd class rail ticket.
The canceled ticket must be submitted amongst the receipts. The Chapter does not reimburse the cost of a personal half-price rail pass.
6.2 Personal Vehicle
If public transportation is not feasible, a personal vehicle including a car or motorcycle may be used.
If several people are traveling to and from the same location with a personal vehicle, the Chapter encourages car-pooling whenever possible.
The AP will be reimbursed CHF 0.72 per kilometer driven.
The reimbursement is calculated using the distance traveled per Google Maps “shortest time” routing option between the start and destination. There will be no other reimbursement for travel time.
The Chapter will not defray traffic fines incurred by the AP during Chapter-related travel.
6.3 Parking
The cost of parking in the context of Chapter related travel will be reimbursed, up to a maximum amount of CHF20 per day.
6.4 Rental Vehicle
The Chapter will reimburse rental car costs for class “C” (compact “VW Golf” class) with prior authorization by the BoD.
6.5 Meals
Meals in the context of Chapter-related travel will be reimbursed, up to a maximum amount of CHF35 per meal.
6.6 Accommodation
No overnight stay expenses are eligible for reimbursement unless directly related with Global or Regional PMI events. Exceptions to this general rule will be budgeted and approved by the BoD separately.
7 Miscellaneous Expenses
7.1 External Meetings/ Invitations
Expenses incurred on behalf of third parties may include; meals taken together with potential sponsors, guests, outside visitors, or expenses which have been made for their transportation, accommodation and meals, or gifts and similar items.
Restraint is to be exercised with respect to such expenditure; and pre-approval by the BoD is required for these expenses.
Expenses will be reimbursed per the original receipts, provided the following information is clearly noted on the expense report:
- Name and title of each person present;
- Company name;
- Name and place of restaurant or hotel;
- Date of meeting/ invitation;
- Description of the Chapter-related purpose of such invitation.
7.2 Internal Meetings/ Invitations
Every BoD member has an approved budget allocated to their respective volunteer teams.
This budget may be applied by the BoD member towards team activities, or delegated to the team members to manage.
The budget amounts are determined and approved during the annual budgeting process.
7.3 Trade Fair and Conference Attendance
Visits to trade fairs and conferences on behalf of the Chapter will be pre-approved by the BoD.
7.4 International Activities
All BoD members may participate in international PMI activities . For e.g.: Leadership Institute Meeting (LIM), PMI Global Congress. The BoD may authorize additional participants to attend international PMI activities.
During the annual budgeting process, the BoD will define a maximum total expense amount which will be eligible for reimbursement per person, per event.
To minimize the expenditure on such travel, all possibilities of sponsorship and/or refund through PMI must be exploited prior to approval.
Travel expenses for a spouse/ guest accompanying the delegate will not be reimbursed.
7.5 Non-reimbursable Expenses
The following outlays are never reimbursed:
- Laundry charges;
- Newspapers;
- Cigars and cigarettes;
- Personal drinks (mini bar);
- Subscriptions; and
- Gifts to Chapter members, except if pre-approved by the BoD for recognition of achievements/ efforts.
8 Administration
8.1 How do I Submit an Expense Reimbursement Request?
To ensure the timely and accurate booking of expenses, and to avoid a year-end backlog, requests for reimbursement should be collected and submitted to
Each reimbursement request will be for the actual expense incurred, and accompanied by all receipts and evidence of approval.
- The official expense form (Appendix A) of the Chapter must be used. Complete the Expense Reimbursement Request Form, ensuring that the detail filled on the form corresponds exactly to the detail on each accompanying receipt.
- The form, saved as an MS Excel file, and scanned receipts must be emailed to the approver, requesting approval.
- Forward the email approval, form and receipts to
This email address is being protected from spambots. You need JavaScript enabled to view it. - In case the original receipts are not available anymore, a plausible explanation of the expense must be delivered.
- The foreign exchange rates at the time of incurring the expense must be applied when translating amounts to CHF.
8.2 Control and Payment Process
Expenses will be reimbursed, provided that all expenses are properly justified, approved and are in accordance with the limits described in this expense policy.
The Finance VP will authorize payment of the expense amount into a banking account specified by the AP.
Expense reimbursements will be paid in CHF only.
There will be only one round of payments monthly. This will happen the last week of the current month or the first of the next depending on public and bank holidays.
8.3 Expenses Covered Directly by the Chapter
Under no circumstances should the Chapter be called upon to directly pay the expenses of an AP.
8.4 Expense Advances
Requests for an advance for anticipated expenses must be submitted for consideration and approval by the BoD. The request must include a clear description of the Chapter purpose and rationale for the expenses.
APPENDIX 1: SAMPLE EXPENSE REIMBURSEMENT REQUEST FORM
The expense request form in use has the following format
it can be found under the policies folder of the chapter documentation drive here :
https://drive.google.com/drive/folders/1vFfgpjDs0O-b81S7gEQtkp9Mq56uSap6
Expense claim template : https://pmi-switzerland.ch/images/articles/internal-use/PMI-CH_Expenses_Template_2024.xlsx