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+ 8 ' 4 [ , 9 h x x x 9 9 9 9 9 9 9 g< ? Z 9 x x x x x 9 9 x F 9 x 9 6 8 `w2] F R7 9 9 0 9 l7 w? N w? 4 8 w? 8 x x x x x x x 9 9 R N x x x 9 x x x x w? x x x x x x x x x : ձëгTRAVEL AND EXPENSE REIMBURSEMENT POLICY AND GUIDELINES (Revised 6/30/2025)
TRAVEL AND BUSINESS EXPENSES:
All travel and business expenses must be pre-approved by the CEO or the designated Board officer responsible for the applicable budget.
ձëгwill cover travel costs only for staff, board members, or contracted consultants.
If family members or friends, accompany staff, board members, or consultants, their expenses are not reimbursable and must be covered by the individual.
HOTEL ACCOMMODATIONS
Hotel accommodations must be pre-approved before making reservations. ձëгwill reimburse the following:
Room rate
Taxes
Internet (Wi-Fi)
Self-parking (valet parking may be reimbursable if self-parking or accessible parking is unavailable or inaccessible)
ձëгwill not reimburse incidentals such as room service, in-room movies, or phone charges, these are the guests responsibility.
An original receipt is required for reimbursement (photo receipts are acceptable).
MEALS
Group meals and group activities require prior approval from the CEO before making reservations or arrangements. Receipts must show the date, details/description of the items being charged, and name of vendor.
Alcoholic beverages are not reimbursable. Meals are reimbursed as follows:
Breakfast: $15.00
Lunch: $20.00
Dinner: $35.00
Or Per Diem Total: $70.00.
Note: Lunch is not reimbursed for same-day trips of eight hours or fewer.
TRAVEL ARRANGEMENTS
Travel should be booked early to secure the lowest rates. If you use discount travel websites, ensure the ticket is refundable in case of cancellation.
ձëгdoes not reimburse for:
First-class tickets
Change fees
No-show fees
Cancellation charges
Seat upgrades
Checked baggage fees (unless pre-approved by the CEO)
Airline tickets costing $400 or more (round trip) require prior approval.
MILEAGE
Mileage is reimbursed at the rate of $.70 per mile (effective July 1, 2025: approved by the ձëгBoard on June 14, 2025.)
Submit a photo or screenshot of the round-trip mileage from any map or directions website with your Request for Reimbursement form
Mileage for rental cars is not reimbursable.
When using a private vehicle, the driver must have a valid California drivers license and carry auto insurance as required by California Vehicle Code Section 16020-16033.
RECEIPTS
Each receipt should include:
Date of purchase
Vendor name
Name of the event (e.g. meal at ձëгRegional Conference)
Names of participants, if applicable
For incidental supplies, the receipt should include:
Date and name of the event or activity
Description of the purchased item
If a receipt is missing, lost or unavailable, an affidavit must be completed and submitted.
PAGE \* MERGEFORMAT 2
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