TRAVEL GUIDELINES

Purpose

  The purpose of this documentation is to protect the interests of the Arizona Chapter of Associated Public Safety Communications Officials, Inc. and provide guidelines for all members to follow.  The following rules are to govern expense allowances to be granted to members for in-state and out-of-state business meetings, training, or conferences.All business meetings, training or conferences covered by these guidelines shall only be attended upon authorization by the executive board.  Before a business meeting, training or conference event, the member must submit a Travel Authorization Request form, available on the Chapter website, www.az-apco-nena.org.

Attendance at business meetings, training or conference events will only be authorized if the event or meeting offers a substantial benefit to the Chapter in terms of conducting Chapter business or enhancing the professional development of the Chapter members.

A schedule of events must be submitted along with the Travel Authorization Request form to the executive board for approval of travel dates.  Generally, travel for reimbursement of expenses is to begin on the first day of the event and end the day following the conclusion of the event.  The APCO National Conference is in the annual budget for the incoming President and Secretary therefore their Travel Authorization Request form for advance payment may be submitted directly to the Treasurer.

If funds for any event have not been approved in the annual budget, approval must be obtained from the executive board.  A memorandum explaining reasons for the request along with a Travel Authorization Request form shall be submitted to the executive board.  Unless there is a clearly apparent benefit to the Chapter, unbudgeted trips will not be approved.

Advance Payments

If, in the judgment of the Chapter President, the estimated expense for a contemplated event is too high to expect the member to finance it and be reimbursed upon their return, advance payment of the estimated amount or a portion of the estimated amount to the member may be authorized.

No advance payments will be made without the Travel Authorization Request form and the Expense Disbursement form filled out properly by the requestor and signed by the Chapter President.

It is emphasized that when full cash advances are provided for estimated expenditures, such advances do not constitute approval to spend the entire amount advanced.  All actual expenditures must be justified.

Expenses Approved for Reimbursement

Items specifically prohibited from reimbursement include, but are not limited to, the purchase of personal items, alcoholic beverages, entertainment, in-room movies, valet services, long-term parking, rental cars and expenses of family members.

The following list of expense classifications is intended as a guide and is not all-inclusive.

Receipts are required for reimbursement when travel is completed.  If you do not have the proper receipts, reimbursement may not be approved.

Registration Fees

Whenever possible, the registration fees should be paid directly by the Chapter Treasurer.  A copy of an approved event registration form must be completed by the traveler and forwarded to the Treasurer.  The Treasurer shall complete the event registration by the early discount date.

Transportation

1. Air transportation is usually more economical in time and money than other modes of transportation in making long trips.  Economy or discount airline rates will be considered standard transportation for out-of-state events. No first class travel allowed.  Most travel is known far enough in advance to take advantage of the discount rates offered by the airlines.
    

2. The individual traveling is responsible for booking their airline reservations and obtaining tickets.  Do not purchase tickets until your travel dates on the Travel Authorization form have been approved.  Do not purchase tickets for an unbudgeted trip until you have executive board approval.
    

3. When the use of a personal vehicle is approved, the total allowance for transportation is 34.5 cents per mile.  In no case shall the transportation cost exceed the cost of economy airfare if such service is available.  If you car-pool, only one person will get reimbursed.
    

4. Members traveling in their personal vehicle do so at their own risk.  In no case shall the Chapter be held liable or responsible for any cost recovery due to an accident, injury, repair, or labor associated with repair.
    

5.  Lodging and meals will be limited to those that would be incurred if air transportation had been used.
    

6. Expenses for transportation such as taxicab or shuttle service will be allowed whenever necessary between transportation terminal and hotel.
    

7. Mileage reimbursement for use of personal car, taxi or shuttle fares between    transportation terminal and home are not reimbursable expenses.

Lodging

Expenses will be allowed for adequate lodging.  Hotel accommodations should be appropriate to the purpose of the trip.  Receipts for lodging must be provided to obtain reimbursement.  When his or her spouse accompanies a member, the Chapter will reimburse only the single rate for lodging.  The member must pay the difference between the single and double rate of the room.

Meals

 Expenses for meals will be reimbursed up to $40 per day, including a gratuity. Receipts for meals are required.  Members are urged to be especially reasonable and prudent in regard to this expense.

Remember that per diem means "per day" and is to be calculated for each day away from home on business, not just days worked, and not calculated by the hour. Therefore, the total per diem, like some other travel expenses, cannot be known until after the trip.

Travel time shall be divided as follows:

Departure                                                         Return

9:00 a.m. and after no breakfast                        7:00 a.m. and before no breakfast

12:00 p.m. and after no lunch                            2:00 p.m. and before no lunch

6:00 p.m. and after no dinner                            6:00 p.m. and before no dinner

 Meal re-imbursement shall be divided as follows:

Breakfast          $10.00

Lunch               $10.00

Dinner              $20.00

Telephone

Telephone charges while traveling on chapter business will be allowed for official business only.  Personal calls will not be reimbursed.  If calling the office when out of town, employees should call at a pre-selected time, if possible, so the call is expected and a call back won’t be necessary.

Reporting Business, Training or Conference Expenses

Complete the Travel Reimbursement Form available on the website and submit all receipts to the treasurer within 10 working days of your return for either (a) reimbursement for expenditures, or (b) settlement of an expense advancement.  Where the necessary receipts for an item is unavailable, the traveler must write and sign a verification for the expense for which he or she is seeking reimbursement.

No reimbursement will be made or account settled until the report has been properly completed with appropriate receipts attached.  The chapter treasurer will review the expenses, receipts and check the accuracy of transportation costs and times covered before approving the final expense report.  In cases where the chapter treasurer feels that a particular item of expense may appear excessive, the chapter president will be asked to review the documentation and give final approval.