Travel, Meals, and Lodging Expenditures

24.0 Finance and administration81987-03-012015-02-032015-02-032017-02-28

This policy applies to all travel- and meeting-related expenses in which Association financial resources are used, including "internal" individuals (members, volunteers, and staff) and "external" individuals (anyone not listed as an "individual member" of the Association). Additionally, this policy includes reimbursement for individual travel as well as any and/or all group meetings at the component group, regional, or Association-wide level. The Association covers only travel expenses as outlined in this section. Personal expenses of a member or nonmembers are the responsibility of the individual member or nonmember. The individual is also responsible for paying the costs of his or her guests attending any ACUI function. This policy does not apply to catered meals that are part of an Association program. Expenses will be paid in accordance with this policy; exceptions to this policy must be approved by the ACUI CEO or designee.

Air Travel

All air travel to be paid by ACUI shall be arranged according to the Association's travel procedure(s). Travel shall be at the lowest logical airfare given the circumstances and be booked at least 30 days in advance unless there are otherwise extenuating circumstances. If, for reasons of personal convenience, an individual does not use the most direct and inexpensive route and incurs additional expense(s), the individual(s) involved shall pay such additional expense(s). Copies of airline tickets must accompany reimbursement forms.

Other Transportation

Expenses for bus or train shall not exceed the lowest costs of available airfare. Reasonable charges for taxi or airport limo service, including tips, are reimbursable when other modes of travel are not available or practical.

Reimbursement for private vehicle shall not exceed the current United States Internal Revenue Service (IRS) reimbursement rate. The reimbursement amount and other related expenses (parking, tolls, etc.) shall not exceed the costs of lowest airfare and related expenses (ground transportation, parking, etc.).

Lodging

If available, the designated or official hotel for the event shall be used. Expenses for hotel charges will be paid at one-half the double rate. In cases where the individual is "external" (a nonmember), traveling alone, or where double occupancy is not applicable, reimbursement will be at the single rate. Persons requesting single rooms will be responsible for paying the difference between one-half double and the single rate. Copies of hotel bills must accompany reimbursement forms.

Meals and Incidental Expenses Per Diem

Meal costs shall be reimbursed for food and beverage purchases only. Alcoholic beverage expenses shall be neither paid nor reimbursed with Association funds. 

Reimbursement for meal costs shall not exceed the current U.S. General Services Administration (GSA) reimbursement rate. 

Regional Specific

Transportation: Based on the assumption that a regional director (and other Regional Leadership Team members) has the requisite institutional support to volunteer, transportation expenses to attend the annual conference or an ACUI regional conference are the responsibility of the volunteer’s employer.

Lodging: Based on the assumption that a regional director (and other regional leadership team members) has the requisite institutional support to volunteer, lodging expenses at the annual conference or an ACUI regional conference are the responsibility of the volunteer’s employer. Should Association business require volunteers to extend their stay, expenses will be paid at one-half the double rate per night.

Meals Reimbursement: Based on the assumption that a regional director (and other Regional Leadership Team members) has the requisite institutional support to volunteer, meal expenses at the annual conference or an ACUI regional conference are the responsibility of the volunteer’s employer.

Meeting Space: Space for meetings, receptions, or other activities for a region should be scheduled in advance and included on the space requirements/RFP sent to prospective meeting facilities to be incorporated into the overall schedule.

Hotel Suites and Other Concessions: ACUI funds should not be used to secure a hotel suite. Suites offered as a concession should be declined in favor of other concessions that offer cost savings to the Association.

Complimentary Room Nights: Whenever possible, the value of any earned complimentary room nights should be credited to the master account at the hotel. When this is not permitted by the hotel, complimentary rooms are to be used for invited speakers, guests, Association staff, or other rooms that the Association would ordinarily be responsible for.

 

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Updated March 30, 2015