On an annual basis, Five Star Credit Union will deliver to the Department of the Treasury a certification, executed by two senior executive officers (one of which must be Five Star Credit Union’s Chief Executive Officer or Chief Financial Officer) certifying that (i) Five Star Credit Union is in compliance with this policy and (ii) the approval of any expenditure requiring the prior approval of one of the senior executive officers mentioned previously, and the Senior Vice President/Chief Operations Officer, or the Board of Directors, was properly obtained with respect to each such expenditure.
Purpose
The purpose of this policy is to establish parameters and internal controls governing the expenditures of Five Star Credit Union (Credit Union). Expenditures of the Credit Union should be customary, prudent, consistent with applicable laws and regulations, and reasonably related to Five Star Credit Union’s business objectives and needs. This policy identifies expenditures that are excessive or luxury expenditures, creates processes that are reasonably designed to eliminate such expenditures, and establishes accountability for compliance. Routine operating expenses, capital expenditures, and other reasonable expenses customary to the finance industry are not prohibited by this policy.
Authority
The Credit Union has authority to provide compensation and benefits that are reasonable. This policy establishes a prohibition on expenditures that are excessive, or luxury expenditures as required by the Department of the Treasury’s Emergency Capital Investment Program regulations (31 CFR Part 35), and as may be required by other statutes and regulations.
Responsibility
This policy is the responsibility of the Credit Union’s Board of Directors (Board). The Board has approved this policy and will review compliance with this policy no less frequently than annually, and summary data on excessive or luxury expenditures will be reported to the Board as part of the compliance review.
Scope
This policy applies to all employees, officers, and directors of the Credit Union with regard to any expenditure of the Credit Union. In making any expenditure on behalf of the Credit Union, employees, officers, and directors should consider whether the expenditure is an excessive or luxury expenditure that is prohibited under this policy.
Excessive or Luxury Expenditures
“Excessive or luxury expenditures” means excessive expenditures on any of the following to the extent not reasonable, appropriate, or customary expenditures for business development, member retention, staff and management development, reasonable performance incentives, or other similar reasonable measures conducted in the normal course of the Credit Union’s business operations:
(1) Entertainment or events - This category includes fees, dues, ticket costs related to social, athletic, artistic, and dining clubs, activities, celebrations or other events, and similar expenditures. Expenditures for charitable contributions and charitable events are not prohibited under this policy. Entertainment or events expenditures in an amount less than $2,500 per instance, and $20,000 on an annual aggregate basis per individual, are exempt from this policy.
(2) Office and facility renovations - This category includes costs and allowances for office renovation, including expenditures related to furniture, art, office personalization, interior finishing, design and decoration, and similar expenditures. Office and facility renovation expenditures in an amount less than $10,000 per instance, and $50,000 on an annual aggregate basis per individual, are exempt from this policy.
(3) Aviation or other transportation services - This category includes charter fees, tickets, slip or docking fees, vehicle installment payments, reservation and travel agent expenses, and similar expenditures associated with transportation services (e.g., airline, train, rental cars, or vans). Mileage reimbursable according to current Internal Revenue Service mileage rates is exempt from this policy. Transportation services in an amount less than $10,000 per instance, and $40,000 on an annual aggregate basis per individual, are exempt from this policy.
The Chief Executive Officer may establish or delegate to an appropriate executive officer the authority to establish processes for reimbursement of reasonable travel expenditures, which processes must be reviewed by executive management no less frequently than annually.
(4) Tax gross ups - This category includes any reimbursement of taxes owed with respect to any compensation. This category does not apply to tax equalization agreements for employees subject to tax from a non-U.S. jurisdiction.
(5) Other similar items, activities, or events for which Five Star Credit Union may reasonably anticipate incurring expenses or reimbursing an employee for incurring expenses. Expenditures related to other items not listed in the preceding categories anticipated to be more than $1,000 per individual, per instance must be reviewed with and approved by the Chief Executive Officer prior to expenditure or reimbursement.
All expenditures covered by this policy shall be documented, reported, supported and subject to audit in accordance with Five Star Credit Union’s policies and procedures.
For the avoidance of doubt, reasonable capital investments in technology, equipment, facilities and similar items that expand the long-term capability of the Credit Union to provide products and services to its members and community are not excessive or luxury expenditures. The Chief Executive Officer may establish or delegate to an appropriate executive officer the authority to establish processes for the evaluation and approval of expenditures in the preceding categories that are not luxury or excessive expenditures and that are not otherwise exempt from this policy. These processes must be reviewed by executive management no less frequently than annually, as well as any additional threshold expenditure amounts per item, activity, or event, or a threshold expenditure amount per employee receiving the item or participating in the activity or event under this policy. Such approvals must be reported to the Board of Directors (which may be in an appropriate summary form) no less frequently than annually.
Exceptions or Violations
Any exception or violation of this policy must be promptly reported to the Credit Union’s (i) Chief Executive Officer, (ii) officer with primary responsibility for the Credit Union’s compliance function, or (iii) officer designated with primary responsibility for overseeing the administration, monitoring, and compliance with this policy. Exceptions and violations must be reported to the Board of Directors no less frequently than annually, or more frequently as the nature and severity of violation may warrant. All employees, officers, and directors of the Credit Union must adhere to this policy and will be held accountable for compliance.
Any employee or officer who violates this policy may be subject to disciplinary action up to and including termination of employment. Any employee or officer that is aware of any circumstance that may indicate a violation of this policy is required to report such circumstance to their supervisor or Five Star Credit Union’s principal compliance officer or compliance group. Five Star Credit Union prohibits retaliation against any employee or officer for making a good faith report of actual or suspected violations of Five Star Credit Union’s code of conduct, laws, regulations, or other Five Star Credit Union policies, including this policy. A finding of retaliation against any such employee or officer may result in disciplinary action up to and including termination. Failure to promptly report known violations by others may also be deemed a violation of Five Star Credit Union’s Ethics Policy contained within the Personnel and Employee Policy.
Employees and officers may ask questions, raise concerns, or report instances of non-compliance with this policy by contacting the following: whistleblower@fivestarcu.com.
Certification