Travel Reimbursement Instructions

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1 P.O. Box Lynchburg, VA T F Travel Reimbursement Instructions Please use the Travel Reimbursement Form when requesting reimbursement for all travel expenses. All travel must be included in your approved budget and must adhere to the VA AWWA Travel Policy below. When completing a travel reimbursement form, please complete the purpose of the travel, dates of travel, and the individual requesting the reimbursement, including their address, phone number and address in case of questions. All expenses need to be entered individually based on type of expense. Please do not add all meals together and place on one line. Once the form is completed, please attached all receipts to validate the requested travel expense to the travel reimbursement form. A copy of the receipt is sufficient for submission. Original receipts are not necessary. Committee members are welcome to submit a travel reimbursement request to the committee chair. However, the committee chair is the only committee member that can approve a travel expense. (Note: Some travel expenses are approved administratively by the Executive Manager or the Section Treasurer.) A travel reimbursement request may be approved in two ways. The first is for the committee chair to sign the form and submit it to the Executive Manager. The second is for the committee chair to send an to the Executive Manager with the following three pieces of information included in the body of the o Date: o Pay to: o Amount to be paid (Total): Once received, the Executive Manager will process the payment within 10 business days. VA AWWA Travel Policy PURPOSE Volunteers of the Virginia Section of American Water Works Association (VA AWWA) travel in conjunction with Section assignments. These assignments include American Water Works Association (Association or AWWA) meetings as well as Section meetings. The purpose of this policy is to define consistent business travel practices, which obtain optimum balance between the Section s need for costeffectiveness and the traveler s need for financial support.

2 POLICY VA AWWA volunteers who travel in conjunction with Association or Section meetings may be reimbursed for actual, reasonable, and necessary expenses. Travelers are requested to minimize, within reason, their expenses while attending Section or Association meetings. It is requested that the traveler or traveler s employer help by paying expenses at all Association or Section meetings. If payment of all expenses is not possible, the Section will share in the expenses as described in this policy. If the traveler or traveler s employer is unable to share any cost, the Section will reimburse expenses as described in this policy. Board members travel expenses that are not covered by employer will be reimbursed by the Section as outlined in this travel policy. This includes registration, travel, lodging, meals, and approved incidentals. This applies to all Section events except WaterJAM and AWWA conferences, ACE, and standing committees meetings. Committee Chair expenses that are not covered by employer and are associated with their committee s event will be reimbursed as outlined in this travel policy. Committee Chair travel expenses should be included in the committee s budget. The travel policy for Board members and Committee Chairs will be administered by the Executive Manager. Reimbursement claims must be made within 30 days of the travel event. Expenses judged unreasonable by the Executive Manager and Treasurer will not be reimbursed. Disputed reimbursements may be petitioned to the Board and the decision of the Board is final. It is understood that exceptions to this policy will occasionally be required due to unique circumstances. However, exceptions must be approved by the Board prior to travel. Anticipated travel expenses by Board members must be identified and submitted to the Treasurer for approval by the Board during the annual budgeting process. Nonbudgeted travel expenses will generally not be approved. Approval of nonbudgeted travel costs is required by a vote of the Board. Reimbursement of travel request by retired Committee Chairs and Board members is covered by the Section Retiree Policy. The following are meetings and functions that are approved for travel reimbursement over the years; however, volunteers cannot assume budget will be provided every year for reimbursement of these events. The Section s travel budget for these events must be developed annually. AWWA Regional Meeting of Section Officers (RMSO) AWWA Summer Workshop Board Meetings Director s meetings Membership Summit Water For People Leadership conference TRAVEL BUDGET Each Board member shall submit a travel budget to the Treasurer as part of the annual budget process. Committee Chairs shall include their requested travel in their committee budget. The request should include the following:

3 1. Identify the events to attend 2. An itemized estimated travel cost The Treasurer shall report on the total Board travel request and an estimated cost per person REIMBURSEMENT PROCEDURES After incurring the reimbursable expenses, the traveler shall submit a Travel Reimbursement Form to the Executive Manager 1. Each reimbursable expenditure shall be listed on the form. 2. All applicable itemized receipts shall be attached to the form. Any unusual expenditure requires an explanation, as well as a receipt. 3. The Section will reimburse previously approved (budgeted) expenses upon receiving a properly completed reimbursement form. Previously approved (budgeted) expenses that are actual, reasonable and necessary will be reimbursed. Failure to properly submit expenses within thirty (30) days will result in nonreimbursement of expenses. 4. The Executive Manager and Treasurer will review any questionable reimbursement request and travel that exceed the approved travel budget. Expenses judged unreasonable by the Executive Manager and Treasurer will not be reimbursed. 5. Disputed reimbursements may be petitioned to the Board and the decision of the Board is final. TRANSPORTATION The traveler shall obtain the most costeffective travel arrangements possible. The lowest available transportation fare and total of reimbursable expenses must be used. 1. Travelers shall purchase the lowest applicable fare or rate possible. The airfare including taxes and other associated fees for the most economical class shall be reimbursed. 2. When automobile travel is the best means of transportation to an outoftown destination, expenses will be reimbursed at the current IRS mileage allowance. 3. If a traveler elects to use a personal automobile in lieu of air transportation, reimbursement shall not exceed the cost of air travel as presented above in this policy. Travelers are required to properly insure their personal vehicles and are responsible for any claims or damages that may result. Volunteer s vehicles are not covered by the Association s or Section s insurance. 4. Ground transportation from airport to accommodations should be utilized in the following order Complimentary hotel shuttle when available. Commercial shuttle when available.

4 Taxi with other attending the same meeting when possible. Taxi alone, only as a last resort. 5. Rental cars will only be reimbursed when costs become prohibitive for taxi use or public transportation, and prior approval has been received. The least expensive car to fulfill business needs should be rented. Receipts must accompany all rental car charges, including gas. A corporate rate discount must always be requested. Insurance is provided through the renter s personal insurance, therefore, rental agency collision and liability damage waiver payments are not reimbursable expenses. Liability for any car rental remains the responsibility of the traveler who rents the car. ACCOMMODATIONS 1. Lodging arrangements may be made by the Board member with preapproval of the Executive Manager for destinations exceeding 150 miles for single day events and 75 miles for multiple day events from the traveler s official work location or home. 2. Lodging cost should be the most economical that are consistent with the Section s best interest. In cases where the event has an associated room block, the traveler should make reservations at the event hotel. 3. Travelers shall be responsible for noshow penalties for cancellations not made within the adequate time of the hotels reservation policy. 4. Reimbursement for the lodging shall not exceed the single room rate unless justified or approved in advance. Reimbursement shall include actual expenses including tax and other associated fees. 5. Gift of appreciation in situations where the traveler opts to stay with friends/family are personal expenses and are not reimbursable. MEALS EXPENSES 1. Actual, reasonable cost of meals will be reimbursed. Reimbursement must be documented by a detailed receipt and may include an 18% gratuity. Credit card slips are not sufficient documentation. 2. Meals will not be reimbursed if similar meal is provided by the event 3. Expenses for alcoholic beverages and tobacco products are not reimbursable expenses. 4. Meal reimbursement does not include meal expenses of a spouse, family member, or guests who are not on official Section or Association business. INCIDENTALS 1. Reimbursable expenses include the following: Reasonable baggage services. Tolls and parking for reimbursable personal and rental cars. Internet for Section or Association business

5 2. Nonreimbursable expenses include the following: Inroom movies, earphones, movie rentals, entertainment Alcoholic beverages and tobacco products Life and travel insurance MISCELLANEOUS 1. Vacations Combined Business and Personal Trips only business expenses will be reimbursed. 2. Complimentary registration for Board to attend council committee events.

6 Travel Reimbursement Report PURPOSE: TRAVEL DATES: From PERSONAL INFORMATION: To Name Address Phone No address Date Description Airline Hotel Miles Traveled Rate Mileage Reimbursement Meals Misc. Total 0.00 APPROVED: NOTES: Mileage Reimbusement rate is per mile Advances Subtotal Total

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