Travel and Business Expense Policy
Alliance Volunteer Travel and Business Expense Policy
Purpose
The purpose of this document is to:
§ provide guidance on appropriate travel procedures to Alliance volunteer travelers
§ describe the types of expenditures that are and are not reimbursable by the Alliance
§ inform volunteers of the process for reimbursement by the Alliance, including how to accurately report expenses with required documentation within 30 days of incurring expenses for reimbursement
While this policy is intended to be comprehensive, it is impossible to anticipate every situation encountered. Alliance volunteers are expected to apply this policy when traveling for an Alliance meeting/event and, when the policy may not be explicit, to exercise good judgment.
Any questions regarding this policy should be directed to the Alliance’s Operations and Finance Department.
Travel with Non-Alliance Companions
The Alliance will only reimburse the travel expenses for Alliance-approved travelers. Expenses of others (spouses, family members, friends, etc.) are not reimbursable.
Volunteer Travel
Volunteer travel for a meeting/event at the invitation of the Alliance must be arranged by an Alliance staff member in conjunction with the Operations and Finance Department. The volunteer expenses must be reviewed and approved in writing by an authorized Alliance staff member. All Alliance staff members agree to inform volunteers about specifics of the Alliance Volunteer Travel and Business Expense Policy and encourage adherence to the policies.
Transportation
Travelling by Air
Air Travel Policy
Egencia, Expedia’s online corporate travel option, is the Alliance’s reservation system. All airfare travel for volunteers will be booked through Egencia by Alliance staff unless extenuating circumstances exist that will provide a minimum of $250 savings.
Travel profiles online with Egencia will increase the efficiency of booking travel. Alliance volunteers are required to complete the profile information requested by the staff coordinator booking flights. Assistance with profile information or questions regarding Egencia may be directed to the Alliance’s staff coordinator.
Lowest Fare Routing
The Alliance utilizes the Lowest Fare Routing (LFR) for booking all volunteer travel by air. LFR is the lowest coach fare for the business trip which will (when possible):
§ require no more than one interim stop each way and results in at least $250 savings over the non-stop fare
§ result in total round-trip layover time not exceeding two hours
§ increase the one-way portion of a round-trip by no more than one and one-half (1½) hours
§ result in no less than two hours variance in departure time in order to meet desired arrival time
Traveler Mileage Discount Promotions
Travelers may not specify particular airlines to accumulate mileage on promotion plans unless fares on these airlines are consistent with LFR. The Alliance will work with the volunteer to schedule a time for travel that coordinates within the designated travel days of the Alliance meeting/event.
Changes in Travel Arrangements
When changes in travel planning require either cancellation or revision of airline tickets the volunteer must contact the Alliance as soon as possible. Travel plans or changes that can be made en-route at no additional cost can normally be handled directly with the airline at the ticket counter.
If for some reason the volunteer needs to change their flight once it has been booked then it is the volunteer’s responsibility to pay any airline change fees and notify the Alliance of the change in advance of travel.
When booking travel if the volunteer decides they would like to extend their travel a few days before or after the event for personal reasons it will be the volunteer’s responsibility to pay the difference of the airfare ticket should it exceed the amount it would cost if they were traveling on the designated dates of the Alliance event.
Youth Travel
Any youth under the age of 18 years old traveling for an Alliance event must be accompanied by a parent/legal guardian chaperone. If circumstances do not permit a parent/legal guardian to travel with the child then the Alliance may allow a written consent letter from the parent/legal guardian to permit an adult relative or adult friend of the family to accompany the child as his/her chaperone. In these circumstances the adult chaperone must be at least 25 years old.
Once a flight is booked under no circumstances do airlines transfer a ticket from one passenger to another. If, for some reason the adult chaperone of the child traveling changes once the flight has been booked it is the responsibility of the parent/legal guardian to reimburse the full amount of the airfare cost to the Alliance.
Flight Cancelation
If a volunteer must cancel their flight to an Alliance meeting/event unless due to extenuating circumstances, the airline credit for the volunteer must be used for future Alliance travel.
Travel Reservations
Generally, travel reservations must be made as far in advance of the required day of departure as possible to take advantage of discounted airfares. Flight reservations must be made as early as possible, but no less than 14 days in advance, unless extenuating circumstances exist.
Trip Insurance
Purchase of flight or luggage insurance is a personal expense to the traveler and is not reimbursable.
Checked Luggage
It is recommended that a volunteer does not check-in luggage but instead pack a carryon bag (please see TSA guidelines for carryon baggage) for their trip. If a volunteer is flying with an airline that charges for checked luggage it is the volunteer’s responsibility to pay for the cost of the luggage fee.
Class of Airline Service
Alliance volunteer travelers are only authorized to fly coach class. Upgrades to first or business class are the financial responsibility of the traveler. The Alliance does not purchase first or business class service for volunteers.
Use of Private Aircraft on Alliance Business
It is the policy of the Alliance that volunteers shall not pilot, charter, lease or rent private aircrafts while on Alliance business or in support of any Alliance activity.
Missed Flight
A volunteer who travels for an Alliance meeting/event is responsible to plan accordingly and make sure they schedule adequate time to arrive to the airport as to not miss their flight. The Alliance is not responsible for any additional fees should a volunteer miss their flight and need to purchase a new ticket or airline fee.
Inclement Weather/ Airline Aircraft Mechanics
The Alliance understands that at times airline aircraft and weather can be unpredictable. If for some reason a volunteer traveler is stranded overnight, in a city that is not the Alliance event location or their home destination, due to inclement weather or mechanical aircraft reason it is permissible for the volunteer traveler to stay at a hotel that is a reasonable cost but does not exceed $125 per night. Check first with the airline to see if they provide a hotel voucher which in some cases they will supply.
Traveling by Personal Vehicle
Volunteer travelers may choose to travel by vehicle if the nature of the trip or the destination is a short distance from the volunteer’s home location and would not exceed the cost of other means of transportation (e.g. airplane or train). All requests must be approved by the Alliance in advance.
The mileage reimbursement rate for volunteers is set by the IRS at $0.14/mile. The Alliance reimburses volunteers for Alliance Events at a rate of $0.555/mile. The difference between the volunteer rate and the Alliance rate is considered taxable income to the volunteer. If the difference in the amount reimbursed is greater than $600, you will receive a 1099-MISC for the 2011 tax year. Alliance master insurance plan provides no automobile collision coverage for volunteers using their own cars or renting cars for Alliance business.
*The total cost of traveling by car on a business trip (mileage only) must not exceed the approved cost of air travel.
Personal Vehicle Travel Expense Reporting for Reimbursement
Miles traveled in a personal vehicle must be documented in writing in the volunteer expense reimbursement form. This documentation must include trip origin and destination addresses and the total mileage traveled using an online mileage calculator. Reimbursement will be made from the expense volunteer form. Undocumented mileage will not be reimbursed.
Other Ground Transportation
Airport Shuttle, Taxi and Car Services
Mileage between volunteer’s home and the departure airport, parking fees and toll charges will not be reimbursed unless pre-authorized by the Alliance Operations and Finance Department.
It is not appropriate to use car services for Alliance business travel or for transportation to and from the airport. The use of a car service for volunteer travel to and from the airport will only be authorized if an explanation is provided documenting the need to use this transportation and it is specifically approved by the Alliance in advance of travel.
Train
An Alliance volunteer may choose to travel by train if approved by the Alliance. The total cost of traveling by train on a business trip (including meals, hotel and mileage) must not exceed the approved cost of air travel.
Lodging
Hotel and Room Selection
A single room with private bathroom in a business-class hotel is standard for Alliance business travel. Multi-room suites or luxury accommodations cannot be reimbursed unless there is a specific, Alliance approved business purpose.
Hotel room and tax are sponsored by the Alliance. Incidentals such as phone calls, internet, fitness room fees and other expenses are the responsibility of the volunteer.
Reservation Procedures
Travel arrangements for a meeting/event at the invitation of the Alliance must be made through by Alliance staff or designated meeting planner. For Alliance meetings, room and tax charges will be paid by the Alliance. The volunteer is not responsible for the cost of room lodging but is responsible for incidental charges that must be put on a personal credit card and cannot be billed to the Alliance.
Lodging with Non-Alliance Companions
When an Alliance traveler is traveling with a non-Alliance companion, only the Alliance traveler’s expenses are reimbursable.
The non-Alliance traveler may use “corporate or Alliance negotiated rates” if available while on personal travel but the charges must be put on a personal credit card and cannot be billed to the Alliance. Arrangements must be made by the traveler and not Alliance staff.
Meals
Meals Away from Home on Overnight Trips
During an Alliance meeting/event, most meals are provided for volunteers. Occasionally volunteers may be asked to plan for lunch or dinner on your own which may not be paid for by the Alliance. In these circumstances the volunteer will be notified in advance to prepare and plan accordingly.
Volunteers must eat food provided at the meeting/event they are attending at the invitation of the Alliance. If additional meals or food is needed, volunteers are responsible for the cost. If dietary restrictions are not accommodated, contact Alliance staff so adjustments may be made.
Meal reimbursement will be allowed if a financial hardship has been requested in advance of the incurred expense. Original itemized restaurant receipt is required for meals. Charge card receipts are not acceptable unless the original receipt is not available. The meal reimbursement for meals alone, away from home on overnight trips will be reimbursed according to the guidelines reflected in Appendix A. Exceptions to this must be approved by the Alliance.
Expense Reporting – Meals
When approved in advance by the Alliance, the total meal expense should be reported in the volunteer expense reimbursement form. Names and titles of the individuals along with sufficient explanation of the purpose for the meal must be detailed in the entry with the original restaurant receipt.
Alcoholic beverages are not reimbursable and must be deducted if included in the total bill.
Non-Allowable Expenses
The purpose of the Alliance Volunteer Travel and Business Expense Policy is to reimburse volunteer for reasonable and necessary expenses incurred in transacting the affairs at the invitation of the Alliance. However, there are specific types of expenses that are considered to be of a personal nature and therefore are non-allowable expenses.
Examples of non-allowable expenses include:
§ Airline checked bag fees
· Airport parking
§ Alcoholic beverages
§ Any medicinal products, tissues and personal hygiene products
§ Barber, manicurist, shoeshine, masseur
§ Telephone, cell phone and data devices
§ Disposable bowls, cups, plates and utensils
§ Fees for traffic violations, including parking or moving violations
· Flight change fees when based on participant preference
§ Flowers
§ Gasoline, repairs, maintenance, or insurance on personal cars used during business travel, as these items are covered by the mileage reimbursement
§ Gift cards
§ Gifts for personal occasions, such as birthdays
§ Laundry or dry cleaning, unless extenuating circumstances occur
· Mileage or other transportation between participants’ home and the airport
§ Newspapers or other personal reading materials while traveling
§ Personal credit card membership dues, fees or charges including liability insurance for lost card use by third party
§ Personal greeting cards
§ Snacks such as coffee, coffee creamer, bottled water, soft drinks, gum or candy, unless in conjunction with an approved reimbursable meal at a meeting/event
§ Suits, tuxedos, gowns or other formal wear
§ Theater, pay per view movies, or other personal amusements, including hotel movies
§ Unauthorized club or other membership dues, subscriptions or fees
§ Unauthorized trips, entertainment, gifts, or donations
Financial Hardship
Although the Alliance covers the majority of the cost for volunteers traveling for a meeting/event at the invitation of the Alliance there are still some costs incurred with your travel that the volunteer will be responsible for. If a volunteer has a financial hardship it is their responsibility to notify the Alliance in advance so that appropriate accommodations can be made to support the volunteer’s participation.
The Alliance will not reimburse for expenses unless there is a financial hardship that is explained in advance prior to the trip and approved by the Alliance.
Volunteer Expense Form Processing
General
Form deadlines will be established prior to the event. In general, forms are to be completed with all documentation provided as soon as possible or within 30 days of occurrence of the expense. The IRS requires a reasonable period of time for submission of expenses. Only original expense forms with supporting original receipts will be reimbursed.
Individuals submitting volunteer expense reimbursement forms assume responsibility for the following:
§ compliance with the Alliance policies
§ all original, detailed receipts and proofs of payment are attached
§ receipts for any purchase over $25 are attached. Any expense over $25 that is not supported by an original receipt will be reimbursed at a maximum of $25. Exceptions to these policies must be documented.