Travel Reimbursement National Procedures

Transcription

1 American Legion Auxiliary Travel Reimbursement National Procedures All official procedures for American Legion Auxiliary (ALA) travel and reimbursement are outlined below. Any exceptions shall require the prior approval of the National President or National Secretary. I. VOLUNTEER A. Air & Ground Transportation i. Booking Airfare: Volunteers will utilize the ALA s contractual travel provider. Volunteers shall book the lowest least restrictive fare possible. However, exceptions will be considered when flight times occurring before 7AM or after 11PM involve exceptional distance for ground travel to/from the airport; when layovers are less than 1 hour or exceed 3 hours; when schedules include more than one connection or those which double the shortest flight time available; or when the authorized travel booked through a non ALA contractual provider is documented as less expensive. When practical, all air travel is encouraged to be ticketed at least 30 days in advance of trip. Note: Delta, American and United airlines now offer highly restrictive lower cost tickets, referred to as Basic Economy. Basic Economy fares do not allow for any changes to the ticket, a seat selection, carryon baggage and are absolutely non-refundable. ALA travel providers will not typically offer those fares as they restrict the traveler and will advise if that is the only option available to the traveler. ii. Mileage Reward Programs: When airline travel is booked through the ALA s travel provider, both the organization and the volunteer each receive full mileage points. ALA staff and volunteers authorized to travel on behalf of the organization must provide the frequent flier information to the travel agency, and it will be submitted to the airline at the time a ticket is purchased. Corporate frequent flier programs accumulate points that are used by the ALA to purchase tickets for staff and volunteers for ALA related meeting and events. iii. Circumstances, changes, or booking preferences that incur additional costs made by an authorized traveler to a paid airline, train or other ticketed reservation shall be the responsibility of the authorized traveler unless prior approval has been obtained from National Headquarters. Only under emergency circumstances will the additional cost be considered for reimbursement, and all exceptions must be approved by the National President or National Secretary. When a change is made by the authorized traveler to accommodate personal travel preferences, the additional costs will not be reimbursed. All other requests for reimbursement of costs incurred when changing a ticketed reservation must be submitted by the authorized traveler to the ALA National Headquarters travel coordinator in advance of the change and will be reviewed individually based upon the prevailing circumstances of the appeal. iv. Airline fees charged for up to two pieces of checked luggage are reimbursable with receipt. Overweight luggage and excess baggage fees will not be reimbursed. v. Mileage to and from the airport is reimbursable at the prevailing federal mileage rate. Round trip mileage incurred by a friend or family member to transport a volunteer to and from the airport is reimbursable. See accompanying American Legion Auxiliary Travel Reimbursement Policy Page 1 of 7

2 vi. vii. viii. ix. Commercial Ground fair paid (i.e. Uber, Lyft or a cab) to and from the airport, hotel and meeting site, at the most economical rate, is reimbursable with receipt. Commercial ground is not reimbursable when transportation is provided by the ALA s contractual vendor or when complimentary shuttle transportation is available. Mileage to and from a meeting is reimbursable up to the current prevailing federal mileage rate. Parking expenses are reimbursable at the most economical rate, as determined by ALA National Headquarters, with receipt(s). Tolls incurred traveling to and from an authorized meeting are reimbursable with receipts. B. Hotel/Lodging i. Lodging Paid Via an ALA Master Account: Hotel rooms may be managed through a pre-established ALA master account. When a master account has been established by National Headquarters, the volunteer will be provided a reservation number, and the cost of the room will be billed to and paid by the national organization. Volunteers whose lodging is covered by a master account will still be required to present a credit card for incidentals, the payment of which is the personal responsibility of the volunteer. ii. Lodging Paid by the Volunteer and Reimbursed: When an authorized volunteer is responsible for direct payment of the lodging or hotel room, receipts must be submitted to national headquarters for reimbursement. Travel authorizations will specify if lodging is to be paid via a master account or via individual per diem. iii. Volunteers called into any meeting at the expense of National Headquarters are expected to stay at a hotel within the contracted hotel block. Authorized volunteers choosing not to stay at a hotel contracted by National Headquarters will only receive the meal allowance portion of per diem. iv. Volunteers are expected to room with another authorized volunteer. Volunteers will only be reimbursed for one half (½) the cost of the room plus taxes and fees. It is the volunteer s responsibility to secure an authorized roommate when the authorization does not include specific roommate assignments. v. Only when an authorization requires a member to room alone will the full cost of the room be reimbursed by the organization or be paid from per diem. vi. When an authorized volunteer elects to room with an unauthorized traveler, she will be responsible for the full cost of the room when such arrangement results in another authorized volunteer having to room alone at the full room rate to ALA. vii. Volunteers may retain individual points from their room nights earned through a hotel's reward program. The volunteer is responsible for signing up for a hotel reward program and providing her reward account information upon check-in at the hotel. The ALA is not eligible to receive points from booking hotel rooms through a corporate reward program. C. Per Diem i. An authorized traveler s daily per diem covers all meals including all tips to wait staff. ii. Volunteers spending more than the daily per diem for meals and incidentals will be responsible for the additional expenditures unless a special exception has been approved by the National President or National Secretary. All expenses must be See accompanying American Legion Auxiliary Travel Reimbursement Policy Page 2 of 7

3 iii. substantiated if an exception is approved by the National President or National Secretary. The Total Meal Per Diem is calculated based on the current federal government practice of paying per diem based on the number of nights required for travel less the meals provided and 50% of the daily meal per diem rate for the return home day. Other allowable travel related expenses incurred on the trip home from the meeting may be reimbursed based on individual travel itineraries. Itemized receipts are required to be submitted if you are claiming over the allowable per diem and for all other allowable travel related expenses. D. Reimbursements i. Any request for travel reimbursement above the standard fares or modes of travel must be presented to the ALA Travel Coordinator with written substantiation. ii. Expense Reimbursement requests must be received at National Headquarters no later than 60 days following the conclusion of event or meeting. E. Travel Expense Review i. ALA National Headquarters will review all requests for travel related reimbursements and investigate those which appear excessive. ii. ALA Headquarters will reimburse based upon the most cost effective transportation option identified that meets the attendance and travel needs of the authorized person traveling. F. Representing the National President i. Air & Ground Transportation a. Follow procedures for volunteer travel. However, flight arrangements for travel will be made through the ALA s travel agent. Includes authorized guest representing the National President. ii. iii. Hotel/Lodging a. Follow procedures for volunteer travel. Includes authorized guest representing the National President. Reimbursements at Actual a. Authorized travel for volunteers representing the National President are reimbursed at actual and include all business related meals including all tips to wait staff. Itemized receipts are required. Includes authorized guests representing the National President. iv. Reimbursements a. Follow procedures for volunteer travel. Includes authorized guest representing the National President. v. Travel Expense Review a. Follow procedures for volunteer travel. Includes authorized guest representing the National President. II. COMPENSATED NATIONAL OFFICERS A. National President i. Air and Ground Transportation a. Booking Airfare: Flight arrangements should be coordinated through designated ALA National Headquarters staff members. Flight arrangements for travel will be made through the ALA contractual travel provider unless circumstances dictate otherwise. See accompanying American Legion Auxiliary Travel Reimbursement Policy Page 3 of 7

4 b. Flight Class: The National President is allowed to travel first class for flights over ninety (90) minutes in duration; except for overseas travel which will be ticketed at business class. c. Additional Destination(s) and Discretionary Extended Stay(s): If in conjunction with official business the National President wishes to plan personal travel, she will be responsible for the difference in cost of the travel for leisure and the official business. ALA will cover the roundtrip cost of airfare to and from destination city; if personal travel is planned before or after authorized travel, the National President is responsible for any difference in cost. This includes international travel. d. Circumstances, changes, or booking preferences that incur additional costs follow procedures for volunteer travel (includes: personal vehicles rental cars, taxis). e. Mileage Award Programs: When booking through the ALA travel agent, it is possible to have Frequent Flyer miles credited to both the National President and the ALA. f. Mileage to and from the airport follow procedures for volunteer travel. ii. Expenses a. One (1) set of luggage will be provided the National President and will be purchased by National Headquarters mid-summer prior to the beginning of the National President s term. b. Registration fees for non ALA conferences and/or events the National President must attend as part of her duties will be covered by the national organization including any pre or post conference sessions that may be applicable. 1. Elective excursions and other activities not directly related to the educational portion of the program are the responsibility of the National President; all expenses for such events should be handled separately. c. Meals and hotel room fees, including taxes, will be reimbursed for all official travel. It is expected that the National President will exercise reasonable judgment in her selection of dining options. d. The National President is allowed to host others (excluding her travel companion) to meals and refreshments using moderate guidelines as to number of guests and costs. If other ALA members are on a per diem expense account it is not advisable for the National President to pick up the meal expense. e. Personal expenses such as beauty, clothing purchases, and those that would occur regardless of the National President position are not the responsibility of the national organization. B. National Vice President, National Secretary, and National Treasurer i. Air & Ground Transportation a. National Vice President: Flight arrangements for travel will be made through the ALA s contractual travel provider. Exceptions may be considered when flight times occurring before 7AM or after 11PM involve exceptional distance for ground travel to/from the airport; when layovers are less than 1 hour or exceed 3 hours; when schedules include more than one connection or those which double the shortest flight time available; or when the authorized travel booked through a non ALA contractual provider is documented as less expensive. Ground transportation follows procedures for volunteer travel. See accompanying American Legion Auxiliary Travel Reimbursement Policy Page 4 of 7

5 ii. Hotel/Lodging a. National Vice President: follow procedures for volunteer travel. iii. Reimbursements at Actual a. Authorized travel for National Vice President, National Secretary, and National Treasurer are reimbursed at actual and include all business related meals including all tips to wait staff. Itemized receipts are required. b. Meals and other allowable travel related expenses incurred on the trip home from the meeting may be reimbursed based on individual travel itineraries. Itemized receipts are required to be submitted for trip home meals and other allowable travel related expenses. iv. Reimbursements a. National Vice President: follow procedures for volunteer travel. v. Travel Expense Review a. National Vice President: follow procedures for volunteer travel. vi. Representing the National President a. National Vice President: follow above procedures and includes authorized guest representing the National President. b. National Secretary and National Treasurer: follow above procedures and includes authorized guest representing the National President. c. Travel expenses incurred specifically by or for an authorized guest of a compensated national officer are deemed to be a taxable benefit and, as such, are included in the taxable income of the respective compensated national officer. III. NATIONAL DIVISION VICE PRESIDENTS A. Department Visits i. Air and Ground Transportation: Flight arrangements for travel will be made through the ALA s contractual travel provider. Exceptions may be considered when flight times occurring before 7AM or after 11PM involve exceptional distance for ground travel to/from the airport; when layovers are less than 1 hour or exceed 3 hours; when schedules include more than one connection or those which double the shortest flight time available; or when the authorized travel booked through a non ALA contractual provider is documented as less expensive. Ground transportation follows procedures for volunteer travel. ii. Hotels/Lodging: The host department covers the cost of lodging for all department visits. iii. Reimbursement: The host department covers the cost of meals for all department visits. Meals and other allowable travel related expenses incurred on the trip home from the department may be reimbursed based on individual travel itineraries. Receipts are required to be submitted. Expense Reimbursement requests must be received within 60 days of the last meeting day. B. Non Department Visit i. Follow procedures for volunteer travel. See accompanying American Legion Auxiliary Travel Reimbursement Policy Page 5 of 7

6 IV. STAFF A. Air and Ground Transportation i. The ALA covers the cost of airfare to and from the destination city; if travel is planned before or after authorized travel, the employee is responsible for any difference in cost. ii. Mileage to and from the airport is reimbursable at the prevailing Federal Rate. Round trip mileage incurred by a friend or family member to transport a staff member(s) to and from the airport is reimbursable. iii. Parking expenses are reimbursable at the most economical rate, as determined by ALA National Headquarters, with receipt(s). iv. An appropriate sized vehicle can be rented when pre-authorized by National Secretary or in an emergency situation with adequate justification. Associated rental car cost (tolls, fuel, parking fees) are reimbursable with receipts. v. Charges incurred for flight changes, ticketing errors, and missed flights due to staff member s personal error are not reimbursable. vi. Airline fees charged for up to two pieces of checked luggage are reimbursable with receipt. Overweight luggage fees and excess baggage fees are not reimbursable. B. Event/Program/Training Registration i. Staff is required to take advantage of early and other discounted registration rates for approved non-ala events, meetings, and trainings. ii. Registration for events approved by the National Secretary may be charged to an ALA credit card. For staff without an AL A credit card, an approved check request may be submitted to the Accounting Division for payment or the approving supervisor may charge the registration to his/her ALA credit card on behalf of the staff member. iii. Registration for pre-conference and post-conference training and meeting sessions require advance authorization. iv. Excursions and other activities not directly related to the educational portion of the event or program are the responsibility of the employee and all expenses for such nonreimburseable costs must be separated from documentation submitted for reimbursements. C. Lodging/Housing i. National Secretary will assign National Headquarters staff to share rooms as appropriate. D. Per Diem i. Per Diem for Meals and Incidentals is calculated based upon the number of nights staff is authorized to travel. ii. Per Diem may be paid to staff before departure for the meeting/event. iii. Per Diem covers all meals including all tips to wait staff. iv. Staff spending more than the daily per diem for meals and incidentals will be responsible for the additional expenditures unless a special exception has been approved by the National President or National Secretary. All expenses must be substantiated if an exception is approved by the National President or National Secretary. See accompanying American Legion Auxiliary Travel Reimbursement Policy Page 6 of 7

7 v. The Total Meal Per Diem is calculated based on the current federal government practice of paying per diem based on the number of nights required for travel less the meals provided and 50% of the daily meal per diem rate for the return home day. Other allowable travel related expenses incurred on the trip home from the meeting may be reimbursed based on individual travel itineraries. Itemized receipts are required to be submitted if you are claiming over the allowable per diem and for all other allowable travel related expenses. E. Travel Expense Review i. ALA National Headquarters will review all requests for travel related reimbursements and investigate those which appear excessive. ii. ALA National Headquarters will reimburse based upon the most cost effective transportation option identified that meets the attendance and travel needs of the authorized person traveling. See accompanying American Legion Auxiliary Travel Reimbursement Policy Page 7 of 7