Travel Reimbursement

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IA&B Travel & Expense Reimbursement Policy

Procedures

IA&B Form

Expenses must be submitted on completed IA&B-approved, course-specific expense report form.

Date(s)

Enter each date you incur expenses.

# of Miles

Enter miles traveled each day on IA&B business.

Approval

Forms must be complete with details, receipts, and a signature before being approved for payment.

Timing

Must be submitted no more than two weeks from end of event. IA&B will process within two weeks of receipt.

Deductions

All expenses not meeting these guidelines will be deducted from expense check.

Type of Expense

What is Included/Excluded

Detailed Description of Expense

Lodging

One Night of Lodging

At the negotiated single-room rate per day of scheduled event

Automobile

# of Miles

The number of miles traveled on IA&B business

Mileage Rate

Mileage is reimbursed at the published Internal Revenue Service (IRS) rate.

Tolls & Parking Fees

Tolls, parking fees, tips, and fares reimbursed with receipts when related to event.

Air Travel

Proof of Travel

Must have ticket or payment receipt; itinerary not acceptable as proof.

Other Transportation

Modes

Fares for rental car, cab, train, etc.

Meals

Three Per Day

Breakfast up to $15 / Lunch up to $20 / Dinner up to $40

Beverages

Up to two alcoholic beverages per day with meals

Tax / Tip

Tax and tip are included in the daily allowances above.

Tips

Housekeeping / Bellman

Up to $3 per day / Up to $2 per bag

Telephone / Other

What is Covered?

IA&B business telephone calls and other fax, copy, meeting room supplies, etc. reimbursed as they relate to event and otherwise unable to coordinate with IA&B staff.

What is Not Covered?

Costs for family or guests not to be reimbursed by IA&B are to be listed in the adjustments column and subtracted to arrive at Total Charged to IA&B. The total expense is to be divided by the total number of persons and adjusted for the number of persons not being reimbursed.

Receipts

Above expenses must agree to attached receipts.

Receipts are essential to substantiating the business purpose of the expense as required by the IRS.

Itemized Receipt

All expenses (except tips) must be accompanied by original itemized receipt.

Attach Receipts

Check the box in the receipt column for attached receipts.

Detail of Credit Card Changes

The credit card receipts signature page of the receipt must be accompanied by the detail of the charges.

Who Included in Meals

Names and occupations of all those included on a meal receipt are to be written on the receipt (i.e. J. Smith, instructor).

Expenses Charged to Hotel Room

Items charged to an individual’s hotel room are to be accompanied by the appropriate receipt and follow the same itemization of who is included and deduction for non-reimbursable costs.

Expenses Not Paid

Expenses not accompanied by the proper receipt and documentation as detailed above will not be paid until the documentation is provided.

Exceptions

Exceptions will be handled on a case-by-case basis.

VOLUNTEER & LEADERSHIP-SPECIFIC POLICIES

Forms

One Form for Each Event

A separate expense report is to be submitted for different events (i.e. board meeting, committee meeting, other event) to simplify accounting.

General

Applies to attending meetings and events on behalf of the organizations and conducting IA&B business. Must attend all assigned meetings and events in their entirety in order to be eligible for expense reimbursement, unless receiving prior approval by the president.

Meals

Group Meals

Meals will not be reimbursed when IA&B is hosting a group meal function. Breakfast will be reimbursed when only a continental breakfast is being served.

Air Travel

In Advance

Reimbursement of your airfare no more than 30 days in advance of the meeting is permissible upon request.

Lowest Fare

It is required that you explore the air travel market and select the airline and flight that offer the lowest fare. Exceptions to airfare subject to approval of the president.

Spouse or Guest

Annual Meeting

Expenses incurred by a spouse or guest of an IA&B Director will be reimbursed for the IA&B Annual Meeting and Board Meeting.

National Meetings

Expenses incurred by an Officer or National Director assigned to represent IA&B at national meetings will be reimbursed to attend one (1) national meeting annually, i.e. Annual Meeting, Convention, Legislative Conference, or Board Meeting.

What is Covered?

Additional charge for double room; event registration fee; three meals per day when not hosted by the organization or included in the event registration fee

What is Not Covered?

Travel expenses; other spouse or guest expenses or events are reimbursed only at the approval of the Board of Directors

Spouse / Guest Form

Expenses reimbursed for spouse or guest must be submitted on a separate spouse expense reimbursement form due to IRS regulations requiring 1099 reporting for such reimbursement.

QUESTIONS
If you need more information, contact:
Keith Foster, CPA
IA&B CFO
KeithF@IABforME.com
800-998-9644, ext. 409

650 Wilson Lane, Suite 200
Mechanicsburg, PA 17055

191 Main Street
Annapolis, MD 21401

Toll Free: 800-998-9644
Fax: 717-795-8347
Email: IAB@IABforME.com

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