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REIMBURSABLE EXPENSE
LIMITATIONS.– Claims for reimbursement must be
explicit. Except in unusual circumstances, OPE
claims should not exceed $75 in any month. If your
claim does exceed $75 in any month, document the
claim and attach an explanation. All legitimate claims
are honored; however, you should not routinely
exceed that amount.
Receipts are required for all
items claimed in excess of $25. If a receipt is not
available, attach an explanation as to why the receipt
is not available. Reimbursable expenses are limited to
the following:
l Snacks, nonalcoholic beverages, and
occasional but not frequent lunches and dinners, when
purchased by the member for prospective recruits,
candidates, and their respective families or other
individuals who directly assist in the recruiting effort
l Parking fees incurred while at itinerary stops
and actually engaged in recruiting or processing
applicants
l Official telephone calls
l Purchase of photographic copies of vital
documents for prospective recruits; including birth
certificates, school transcripts, diplomas, registration
certificates, passports, duplicate alien registration
cards, or doctors’ letters required by the applicant
l Other small but necessary expenditures related
to recruiting duty that the member must pay from
personal funds
MINI-DEP EVENTS.– OPE funds are authorized
to conduct mini-DEP events within the provisions of
the JFTR, which allows the expenditure of OPE funds
for prospective recruits and individuals who directly
assist in recruiting. Expenditures for mini-DEP events
are limited to the purchase of food and nonalcoholic
beverages with a total cost not to exceed $75 per
event. Mini-DEP events must be approved in advance
by the NRD CO.
UNAUTHORIZED EXPENSES.– The following
examples of items are not authorized for
reimbursement under OPE:
l Batteries for cameras
l Rental charge for information booth
Keys for vehicle or office
Maps
Dry cleaning of curtains
Street directories
Auto repair or services
Membership fees
Parking fees when not engaged in recruiting
Mileage for local and TEMADD travel
Gratuities (tips)–should not be listed
separately but should be included in the cost
of reimbursable meals
Photo/reprographic copies for meetings,
office, and routine use
Lodging for applicants
COI events
Flowers, greeting cards, and so on
CLAIM
SUBMISSION.–
Claims for
reimbursement should cover only 1 calendar month
and should be submitted, via the designated approving
official, to supply no later than the 15th of the month
following the period covered. The CO will designate
in writing an E-8 or above attached to the command
to approve OPE claims. NRDs will establish cutoff
dates for OPE claims.
Late claims should be
submitted with written justification stating the reason
for the delay via the XO for approval.
Out-of-Pocket Expense Form.– NAVCRUIT
Form 7000/2 is designed to be used as a log of
recruiter expenses. The size was specifically designed
to fit into a uniform pocket. Instruct your recruiters
to carry them at all times for recording their expenses
when they are incurred. This simplifies the
end-of-the-month claim submission process. Figure
4-10 shows a completed OPE form. The first entry
shows the date, lunch, 2 (for the number of prospects),
and the total amount of the luncheon bill. No further
detail is necessary or desired.
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