Travel and Business Expense Policy

Originally Adopted by MVRMA Board: December 16, 1991

Amended by MVRMA Board: 06/19/06

Purpose

Travel and business related expenses are an integral and necessary component of our operations.  This policy has been established to provide guidance when traveling as an official MVRMA representative, while conducting business meetings and in requesting expense reimbursements in connection with same.  It is established to help manage and facilitate reimbursement requests and to provide equitable, consistent and fair standards, while maintaining effective control over those expenditures.  The term “Travel” is defined to include transportation, meals, lodging, or other business related expenses.

Policy Statement

It shall be the policy of the Miami Valley Risk Management Association to reimburse its employees, officials, and other authorized representatives for reasonable, essential travel and business related expenses which relate to the conduct of official MVRMA business away from the Association’s headquarters.  Expenses eligible for reimbursements include reasonable lodging expenses, meal expenses, transportation expenses, and other expenses incurred in conducting business. 

In general, MVRMA representatives are expected to exercise the same care in incurring these expenses that a prudent person would exercise if traveling on personal business and expending personal funds.  Unauthorized costs and additional expenses incurred for personal preference or convenience are not reimbursable unless otherwise approved. 

Procedures

1.      General

• Reimbursement shall be made on an “actual cost” basis.  Itemized receipts shall document each reimbursement request, if available.  A charge slip alone is not considered an itemized receipt.  It shall be the responsibility of the person representing MVRMA to maintain adequate records for the itemization of the expense reimbursement. 
• Expense reimbursement requests involving travel outside the immediate MVRMA service area shall be accompanied by a travel expense report (see attached).
• This policy does not intend to address every issue, exception, or contingency that may arise in the course of travel.  Discretion is granted to the Executive Director to interpret the intent of this policy and the eligibility of travel expenses.

2.      Transportation

• The mode of travel shall be selected on the basis of the most reasonable and appropriate method, taking into account distance, time, and total costs. 
• A MVRMA representative who must use his/her personal vehicle in conducting Association business shall be reimbursed at the Standard Federal Mileage Rate as set by the Internal Revenue Service. 
• Airline reservations should be made at least sixty days in advance, whenever possible, in order obtain the lowest airfare available.  Reimbursement shall not exceed the cost of “coach” airfare. 
• Reimbursement for rental cars is authorized only if their use is more economical than other available types of transportation or their use is the most efficient mode of transportation.
• Reimbursement for parking fees, tolls, taxis, shuttle buses, and other comparable transportation expenses is permitted.

3.      Meals

• Reimbursement will be made for reasonable meal expenses.  MVRMA representatives are expected to make economic choices for meals and/or restaurants.  Itemized receipts must be furnished for meals to be reimbursed. 
• If meals are included in the registration fees, duplicate meals shall not be reimbursed unless there is a specific business justification.
• Reimbursement for gratuities should not exceed 15 percent of the purchased meal.

4.      Lodging

• Reimbursement will be made for reasonable lodging expenses.  Whenever possible, lodging recommended by the conference host shall be used.  When accompanied by a guest, reimbursement will be made at the single occupancy room rate. 
• Eligible lodging expenses shall include the evening prior to the day of the conference and the days for the conference.  Consideration may be given for the day the conference ends, when travel accommodations do not allow for departure until the following day.

5.      Non-reimbursable Expenses

• The following expenses are not considered to be reimbursable:  alcoholic beverages, entertainment that is not part of the conference/convention program, in-room movie rental, laundry, expenses of guest or family members, or the purchase of personal items.
• Costs of traffic fines or parking violations are also not reimbursable.

6.      Approval

• Each reimbursement shall be in accordance with budgetary authorization and approved by the MVRMA Executive Director and/or the MVRMA Treasurer.