Articles Comments

ITE Western District » Travel Reimbursement

Travel Reimbursement

(Click here to download)

Travel Reimbursement Form

TRAVEL REIMBURSEMENT POLICY
Updated January 5, 2012

I. The Western District of the Institute of Transportation Engineers recognizes that its efficient operation requires that its Board of Direction and members serving on national committees travel to certain functions as part of their duties.  The District also recognizes that requiring these individuals or their employers to pay for the cost of this essential travel would limit the opportunity for some District members to seek elective office.

II. It is the policy of the ITE Western District to reimburse travel expenses, per the conditions of this policy, for the members and meetings outlined in Table 1.

III. Allowable travel expenses are limited to:

a) Round trip coach airfare from the member’s home to the meeting.  If the member chooses, primarily for their own benefit, to drive to the meeting, travel will be reimbursed at the mileage rate allowed by the IRS, with the reimbursement not to exceed the cost of the equivalent round trip coach airfare; or

b) Round trip driving mileage at the mileage rate allowed by the IRS for a member to drive to a meeting for the purpose of transferring necessary equipment or records to their successors.  This travel expense, normally limited to the outgoing Secretary-Treasurer, may exceed the round trip coach airfare.

c) Rental car expenses will be reimbursed where the cost of the car rental is equal to or less than other ground transportation options available, or where such rental reduces the overall cost of ground transportation and airfare travel.

d) In all cases, the member is encouraged to minimize travel expenses as reasonable to maximize the travel budget of the District.  Advance purchase is recommended to reduce airfare costs.

IV. Travel expenses reimbursable under this policy specifically exclude the cost of meeting registration, except for the District Administrator.  His/her travel expenses are reimbursable, including the registration fees for a Western District meeting and/or a joint meeting with International.  In addition to the travel costs discussed in Section III, per diem may be reimbursed at a rate not to exceed the cost of a single hotel room when an overnight stay is necessary at the site of the meeting, plus reasonable expenses for meals and local transportation.

V. Unless specifically exempted by the Secretary-Treasurer, an individual member’s total travel reimbursement for a single meeting may not exceed $1,800.

VI. The limitations described above assume that the member has traveled to serve primarily on behalf of the Western District.  If the member is also performing activities in support of their employer or other agencies, the member will submit no more than a correspondingly appropriate proportional share of travel expenses for reimbursement by the Western District.

VII. International ITE is responsible for expenses associated with travel by Western District members elected as officers of International ITE.  This includes International President, International Vice President, and International Past President and does not apply to International Directors.

VIII. Allowable expenses will be promptly reimbursed by the Western District Secretary-Treasurer upon submission of a Western District Travel/Expense Reimbursement Request Form and appropriate receipts for expenses, including air travel, ground transportation, hotel, and meals.

Table 1
ITE Western District-Supported Meeting Travel Reimbursement

International Director Past
President
President Vice
President
Secretary
Treasurer
District Administrator
WesternITE
Managing Editor
District
Committee
Chairs
Western District Annual Meeting
X
X
X
X
X
X
X
***
Westen District
Mid-Year Board Meeting
X
X
X
X
X
X
X
X***
International ITE
Annual Meeting
X*
X**
Exchange of Accounts Meeting
X
X
X
International Nominating Committee Meeting
X*
District Section & Chapter Meetings
X
X
Formal Meetings of the ITE International Board or its committees
X


*While all International Directors have travel cost reimbursed for these meetings, the middle International Director (who is already attending International Board meetings) shall represent the Western District on the International Nominating Committee meeting.

**The incoming President of the Western District will be reimbursed for travel to the International ITE Annual Meetings in North America. Travel reimbursement is provided to allow the incoming President to attend the scheduled leadership meeting.

***District Committee Chairs may use funds available in the Committee Chair’s travel budget to reimburse airfare or mileage expenses to the District Midyear Board Meeting (Chairs should communicate their intent to utilize Western District travel budget two months in advance of the meeting).  The use of this travel budget (and any use of Committee chair budgets for travel use) shall be coordinated and approved by the Vice President. Vice Chairs may use travel budget in lieu of a Chair if unable to attend.

Comments are closed.