It shall be the policy of the Bay de Noc Community College Board of Trustees to encourage employees to become members of social clubs and civic organizations and to reimburse them for expenses of such memberships under certain circumstances as outlined below.

 PROCEDURE:

 407.1  Except in unusual circumstances, only salaried administrative personnel will be reimbursed for membership expenses in social clubs and civic organizations.

 407.2  All employees are encouraged to seek memberships in clubs and civic organizations that enhance the college’s image in the community or promote the college’s purposes. Employees should be active in civic organizations regardless of whether their expenses are eligible for reimbursement under this policy.

 407.3  Employees considering joining a social club or civic organization for which reimbursement will be requested should obtain approval in advance.  Approval must be obtained first from the employee’s immediate supervisor and then from the President.

 407.4  The decision whether to reimburse an employee for membership expenses will be based upon factors including but not limited to the following: a) the nature and purpose of the club or organizations; b) the benefit to be derived by the college from the employee’s membership; c) the extent to which the college is already represented in the club or organization; d) the level of responsibility and length of service of the employee requesting reimbursement, and e) the cost to the college.

 407.5  Reimbursement of membership expenses may include dues, special charges and/or initiation fees if any.  In cases where an initiation fee is paid by the college, the employee must agree to reimburse the college for any refundable portion of the initiation fee when the employee either terminates membership in the club or terminates employment with the college.

 407.6  Employees whose membership expenses in social clubs are reimbursed by the college are encouraged to use their clubs for business reasons.  Employees are required to keep detailed records of their use of the clubs for such purposes.  In particular, employees must substantiate all expenses incurred, the date and business reason for the use of the facility, the names of the persons entertained, and their business relationship to the college.