Travel Expense Reimbursement Procedures

1. Travel

  1. The means of transportation chosen should represent the most economical and appropriate available.
  2. Air travel must be at the coach or economy class commercial airline rate.
  3. Use of personal automobiles will be reimbursed at the Internal Revenue Service mileage rate.

2. Hotel Reservations

  1. Hotel reservations are limited to moderate/standard rooms.
  2. The single room rate, plus applicable taxes, will be reimbursed at 1.5 times the maximum geographical rate established by the General Services Administration (“GSA”)
  3. Print off the General Services Administration page for your destination and submit with the initial submission.
  4. Personal amenities, such as in-room movies and laundry/valet service are not reimbursable.
  5. BASSC will not reimburse charges for alcoholic beverages, nor should any receipt show alcoholic beverages or inappropriate purchases.
  6. Reasonable gratuities for porters and other service providers at hotels are reimbursable. The governing principle is to seek reimbursement only for reasonable and necessary expenses with well documented expenses.

3. Meals

  1. In the event meals are not provided, reimbursement will be limited to a moderate and reasonable cost. No reimbursement will be made for alcoholic beverages.
  2. The maximum daily reimbursement for meals shall be the geographical meal rate established by the General Services Administration (“GSA”)
  3. Print off the General Services Administration page for your destination and submit with the initial submission.
  4. The maximum amount reimbursable for meals for the first and last calendar day of travel is calculated at 75 percent.
  5. Gratuities should be limited to 15% of the pre-tax bill.
  6. Original itemized receipts need to be submitted; a credit card swipe receipt will not be accepted.

Reporting and Reimbursement Procedures

5. Expense Reports

  1. All travel expenses should be reported on a BASSC Travel Expenses form with original receipts and/or appropriate documentation attached.
  2. Expense reports shall be submitted within fourteen (14) days of the program/conference.
  3. Credit card swipe receipts will not be accepted.
  4. If you travel with other staff then each traveler needs to split the expenses. For instance, if two staff are splitting a room, and it was put on one person’s credit card for $80, both submit a travel reimbursement for $40. Both should submit a receipt with the form. The traveler who did not pay gives their cash to the one who did.
  5. The same is applicable for meals and mileage reimbursement.

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* Submit this form with the Request for Professional Leave/Travel Expense form

Revised December, 2016