GEAR UP Travel Guidelines

Year 6 Celebrations & Transitions Event

Wenatchee, WA ~ June 23, 2017

WorkshopLocation

  • The Coast Wenatchee Center Hotel& Convention Center

201 North Wenatchee Avenue

Wenatchee, WA 98801

Registration

  • Registration for the event:

Travel – Before & After the Conference

  • When possible, staff members are encouraged to carpool to/from the workshop to reduce mileage reimbursement expenses. The POV mileage reimbursement rate is $0.535 per mile or the school district’s rate, whichever is less.
  • If attendance requires travel over 50 miles one way, staff members qualify for reimbursable lodging on June 22nd. Following the workshop, on June 23rd, if the drive from Wenatchee to the traveler’s school or residence is more than 3 hours, lodging forFriday night, as well as breakfast and lunch on June 24th is also reimbursable, based on the departure and return times as documented on the traveler’s expense voucher.

Parking

  • Parking at the hotel is free for guests staying at the hotel. Parking at the convention center is also free of charge.

Lodging

  • The single occupancy per diem rate for Wenatchee, WA is $91 per night, plus applicable taxes.
  • Travelers may also share a double occupancy room. The negotiated double occupancy rate is $111 per night, plus applicable taxes.
  • Room reservations should be made by June 1st by calling the hotel directly at (509) 662-1234 by identifying “Washington State GEAR UP/WSAC Program” in order to obtain the discounted meeting rate.
  • If a staff member is bringing a guest, the traveler is responsible for the additional lodging expenses.

Meals

  • The following meals will be provided at the conference and are not reimbursable:
  • Breakfast & Lunch on Friday, June 23th

District rules for meal reimbursement apply. Travelers must follow district rules and procedures. Also, only meals will be reimbursed, not incidentals such as coffee or snacks.

Per diem meal rates for Wenatchee, WA:

Breakfast / Lunch / Dinner
$13 / $15 / $23

NOTE: In order to be eligible for dinner on June 23rd, the staff member must arrive at their school or residence after 5:30 pm, as documented on their expense voucher unless they are staying Friday night.

Final Reminders

  • Normally, GEAR UP does not require meal receipts. However, if your school district reimburses based on receipts and not per diem and requires meal receipts for reimbursement, then travelers must keep them and submit them to the district. Here are some reminders if this is the case:
  • The receipt must be a detailed receipt and show what was purchased. GEAR UP does not accept credit card summary receipts as documentation for reimbursement.
  • Tips are reimbursable if shown on the receipt, and the grand total is under per diem.
  • The receipt must be for the traveler’s meal only. If dining with another guest, please get a separate check.
  • Alcoholic beverages are not reimbursable and should not be included on the receipt.
  • Departure and return times must be included on staff expense vouchers or on the Expenditure Detail Form. If the times are not included on the form when submitted to GEAR UP, the meals will not be reimbursed. No exceptions.
  • All GEAR UP travel policies and procedures apply. Please refer to the Year 6 Coordinator Manual for details. (
  • If you have any questions about travel expenses, please contact Lori Vani via email at or (360) 753-7789.