Travel/Other Expense Reimbursement Procedure

Travel/Other Expense Reimbursement Procedure
return to Travel Expense Form

All Association travel must be authorized by the Association's President, either in writing or verbally, before travel costs are incurred.

The RMASFAA Travel/Other Expense Reimbursement Form and required receipts must be submitted to the Treasurer for reimbursement. Reimbursements will be made in accordance with the following guidelines ---

Commercial Transportation:
Commercial transportation (coach rate) will be reimbursed at actual cost. Flight reservations should be made as early as possible in order to take advantage of lower/discount rates. Receipts are required.

Private/Institutional Vehicle:
Privately owned or institutional transportation costs will be reimbursed at the current standard mileage rates set by the IRS (2010 IRS Mileage Rates). Reimbursements cannot exceed the cost of commercial airfare for the same trip, unless approved by the President.

Limousine, Cab, Parking, and other Fees:
Actual costs for limousine, cab, parking and other fares up to a maximum of $10.00 per fare or fee will be reimbursed without receipts. Receipts are required for requests for reimbursement in excess of $10.00 per fare or fee.

Rental Vehicle:
Use of a rental vehicle must be authorized by the President, in advance. When an airport shuttle is available, reimbursement for rental vehicle expenses will not exceed the cost of the shuttle, plus normal tip. Receipts are required.

Lodging:
Reasonable and prudent expenses for lodging shall be reimbursed at actual cost. Personal phone calls billed to the room are the responsibility of the individual. Whenever possible, RMASFAA members are asked to share a double room with another RMASFAA member. Receipts are required.

Meals:
Meals including tax and tips, shall be reimbursed up to $40.00 per full day. A reimbursement of up to $55.00 per full day is permitted for travel outside the RMASFAA region or to other locations approved by the President prior to the expense being incurred.

Per meal reimbursement will be made for partial travel days according to the following limits:

Meal	In-Region	Out of Region
Breakfast	$9.00	$12.00
Lunch	$11.00	$13.00
Dinner	$20.00	$30.00

When meals are provided as part of the function for which the member is traveling, reimbursement will not be provided for the meals eaten elsewhere.

Reimbursement will not be made for alcoholic beverages.

SUBMITTING A TRAVEL/OTHER EXPENSE FORM

Print one copy of this page.
Sign and date each at the bottom at Signature of Traveler.
Send (fax or mail) signed reimbursement form with any receipts to your committee chair or appropriate board of directors officer for approval (ie. Summer Institute committee reimbursement should be directed to the Summer Institute Chair or appropriate designee. Board Meeting reimbursement should be directed to the President or appropriate designee).
Once approved, a reimbursement check will be processed by the treasurer and mailed to the address specified on the reimbursement form.

If you have questions about the reimbursement process, please email RMASFAA Treasurer Randy Thompson at randyt@sheridan.edu