As part of an ongoing review, POST staff identified a potential source of confusion for presenters submitting a Presenter Reimbursement Request  (PRR) form (POST 2-243). The language of Regulation 1015 specifies that presenters “shall include the actual course presentation costs” while the instructions on the PRR form do not explicitly state a need to include receipts. This has led to confusion among course presenters and inconsistencies in interpretation and review of PRRs among POST staff.

Additionally, the current PRR Form instructs presenters to submit the form by mail. However, due to the desire to become more environmentally friendly and to address issues related to the COVID-19 pandemic, presenters have been asked to submit the PRR form electronically via email. This has streamlined the process and cut down to the time for review and processing of the reimbursement requests.

The proposed amendments include adding clarifying language to both Regulation 1015 and the PRR form (POST 2-243) to clearly specify receipts shall be included in support of the requirement to include actual course presentation costs with the PRR form. The proposed amendments also identify which of the expenses eligible for reimbursement require receipts to be submitted with the PRR form. The PRR form is incorporated by reference in Regulation 1015. 

The current version of the PRR form does not indicate that receipts should be included with the PRR form. The proposed amendments to POST 2-243 will update submission instructions to mirror the proposed amendments to Regulation 1015 and indicate the requirement to submit receipts to support "actual presentation costs" and which expenses will require the supporting documentation.

Additionally, the current PRR Form instructs presenters to submit the form by mail. However, due to the desire to become more environmentally friendly and to address issues related to the COVID-19 pandemic, presenters have been asked to submit the PRR form electronically via email. Shortly before the COVID-19 pandemic, POST began accepting digital signatures on the PRR form and submissions via email.

Due to health and safety concerns related to COVID-19, POST staff have been working remotely. This became the only acceptable method of submission after POST staff began teleworking. This has streamlined the process and cut down to the time for review and processing of the reimbursement requests. Even after the pandemic passes, POST staff propose to continue the practice of electronic submissions of the PRR. The revisions to the POST 2-243 would update the submission instructions to direct presenters to submit PRRs electronically.

POST Staff recommend the Commission approve the proposed changes to Regulation 1015(c)(3)(A), 1015(f)(1)(B), 1015(f)(2)(A)2, and the Presenter Reimbursement Request Form (POST 2-243) as specified. 

If the Commission concurs, the appropriate action would be a MOTION to approve the recommended changes specified in this report.