Washington Career and Technical Sports Medicine Association (WCTSMA)

Travel Policy Proposal

1. Purpose

The purpose of this policy is to provide guidance to individuals who perform WCTSMA approved and reimbursed travel. The policy addresses which travel expenses will be reimbursed and which will not and guidelines under which reimbursement is authorized.

2. Philosophy

The association intends to reimburse anyone performing travel in pursuit of the associations business interest without causing any undue financial burden on its members or representatives. Those traveling on WCTSMA business will take steps to minimize expenses and follow *GSA travel guidelines.

* For all government travel rates local/long-distance please view www.gsa.gov

3. Scope

This policy is applicable to all members and/or non-members asked to travel by the WCTSMA’s BOD and as such incur expense due to that travel. All travel must be approved by the President or if President, by the remaining BOD.

4. Policy

a. Local Travel (In-state, no overnight)

(1) Mileage Reimbursement

(a) WCTSMA will reimburse actual and necessary expenses (receipts must be

included when they are provided). This includes mileage in a privately owned vehicle (POV), along with related tolls (bridge & ferry) and parking. Carpooling is highly encouraged from membership with mileage to meeting site being reimbursable. Mileage costs will be reimbursed at the Government approved rate.

(2) Meal Reimbursement

(a) Meals will be reimbursed according to “Meals and Incidental Expenses”

breakdown. www.gsa.gov

(b) Meals can be reimbursed if travel starts before 7:00 breakfast, 12:00 lunch,

5:00 dinner.

(c) In the event WCTSMA purchases a meal, that meal rate will not be

reimbursed.

b. Long Distance Travel (Out of state or In-state overnight)

(1) Air Fare Reimbursement

(a) Except in unusual circumstances, air reservations will be made at the

lowest available non-refundable coach fare (first or business class travel is

not reimbursable). Printout of flight options page from website or travel agency shall be provided in expense report or if advanced payment for air fare is requested.

(b) In the event a rate other than the lowest available published fare is used, a

statement indicated why a higher fare was used must be submitted with the

Expense Voucher requesting that reimbursement be at the higher fare.

(c) In cases where cancellation fees/penalties are incurred as a result of a

change of plans, the fees will be reimbursed if there is a valid business reason for the change of plans. Acceptable business reasons include the organization canceling or altering the trip or delays in flight connections. This explanation should be attached as documentation with the travel expense report. In instances where these fees/penalties are incurred without adequate explanation, the cost of the fees/penalties will not be reimbursed.

(2) Ground Transportation

(a) Hotel shuttle services will be used, if at all possible.

(b) Airport shuttle services; e.g., SuperShuttle or like should be used if

possible rather than taxicab service.

(c) If taxicab service is used, every attempt should be made to share the

expense with other going to the same location.

(d) Automobile should be rented only when the cost advantages are clearly

justified (i.e. the cost of the rental car & parking would be less than using taxis, etc). Car will not exceed the standard mid-size classification. All rental car receipts received by the traveler must be submitted with the expense report.

(3) Lodging

(a) Single occupancy of hotel rooms is permitted and will be reimbursed.

Members will be encouraged to utilize double occupancy rooms.

(b) Reimbursement will be according to GSA rate for location or standard

conus. The only exception is when attending an event associated with an official event hotel, travelers will be reimbursed for lodging costs at the event rate (receipt for lodging must be attached to expense report).

(4) Meals

(a) Meal reimbursement includes the cost of breakfast, lunch, and dinner plus

gratuity that is part of the standard “M and IE” expense for the location. www.gsa.gov

(5) Miscellaneous Reimbursable Expenses

(a) The following is a list of possible reimbursable expenses in addition to

those already pre-identified.

Conference registration fees if required as speaker/guest.

(6) Non-Reimbursable Expenses

(a) The following is a list of possible non-reimbursable expenses in addition to

those already pre-identified.

Spouse/companion travel expenses

Upgrades to air travel, car rentals, or hotel rooms

Supplemental travel insurance

Fines, penalties, or legal fees

Personal entertainment or recreational expenses

NWATA & NATA conventions

Clock hours

5. Expense Reporting

a. Local Travel

(1) If attending a BOD meeting, provide:

(a) POV mileage distance at meeting

(b) Approximate travel time to location from home.

(c) Mail any reimbursable expense receipts to business address within

30 days. If receipt not provided (e.g. bridge toll) inform BOD at meeting of cost.

(2) For non BOD meetings, provide:

(a) Purpose of trip summary

(b) Date of Presidents or BOD approval

(c) GSA Perdiem printout for location www.gsa.gov

(d) Date/Time of departure/arrival from home and approximate travel

time to location.

b. Long Distance Travel

(1) Purpose of trip summary

(2) Date of Presidents or BOD approval

(3) GSA Perdiem printout for location www.gsa.gov

(4) Date/Time of departure/arrival from home and approximate travel

time to location if driving by POV.

(5) If traveling by air:

(a) Printout of flight options page from website or travel agency, travel

expense can be reimbursed prior to date of trip if submitted to

treasurer.

(6) Ground transportation receipts.

(7) If using GSA rate for room, no receipt is necessary. If lodging at

event hotel, receipt is required for reimbursement.

(8) Approved or BOD approved miscellaneous expense receipts.

c. Submission of Report

(1) Request for reimbursement must be received within 30 days of

completion of travel and mailed to associations business address.

(2) Only air fare can be reimbursed prior to departure.

(3) If travel reimbursement request is made by treasurer, completed report

must be signed by President.

(This policy shall be board approved and voted on by membership)