Policy on Reimbursement
Officers:
A.
The Section President, or his/her designee shall be reimbursed for actual
expenses related to the Section to attend CSM, the APTA House of Delegates, the
Educational Leadership Conference, and one meeting of the APTA Board of Directors. He/she
shall also be reimbursed for other actual expenses within the constraints of the approved
annual budget.
B.
The Vice President, Secretary, Treasurer, At-large Representatives and SIG
Chairs (one representative per each SIG) shall be reimbursed, travel, hotel costs and meals
for the days that the person must attend Section activities such as Board of Directors and
Executive Committee meetings, SIG meetings and other required duties.
C.
The Program Chairs for the Education Leadership Conference and Combined
Sections meeting shall be reimbursed travel, hotel costs and meals for the days that the
person/s must attend Section activities and required duties.
D.
Appointed Section Officers such as the Journal and Web site Editors, Chair of
the Nominating, Awards and Research Committee shall be reimbursed $100 to cover a
small portion of their expenses associated with the travel to meetings where their attendance is
needed such as Board meetings held at APTA CSM and the Education Leadership
Conference meeting.
The maximum per diem at CSM and at the Educational Leadership Conference should be predetermined by the Section President or Treasurer. Special circumstance requires prior
approval by the Executive Committee
1) Rates of Reimbursement for Expenses for attending CSM and other meetings
a) a maximum allotment for meals is $45.00 per day with receipts and $26.00 per day
without receipts; .Alcoholic beverages are not covered.
b) the rate for reimbursement for mileage will be the IRS mileage rate effective January
1 of the calendar year the travel took place. Mileage will be reimbursed up to the cost
of coach airfare.
c) Actual travel reimbursed expenses are subject to the provisions below.
(i) Coach airfare will be covered. Officers are requested to select the least
expensive flight possible as to minimize cost to the section.
(ii.) Hotel costs will be reimbursed at the double occupancy rate at the most
expensive APTA designated hotel.
(iii.) The maximum rate will be pre-determined by the Treasurer prior to CSM or
other meetings and published on the Section Website.
d) Copying of materials for CSM or other meetings is to be completed prior to the
conference whenever possible. Copying needs on-site, must be approved in writing by
the Program Chair for Section Sponsored activities and by the Chair of a Special Interest
Group (SIG) for SIG activities. Copies are to be made at the APTA designated copy
facility.
2) The following mechanism shall be used for reimbursement of expenses:
a) All expenses shall be documented on the current Section reimbursement voucher.
The voucher is published on the Section Website.
October 2011
b) The voucher along with all original receipts shall be sent to the Section address,
Education Section, APTA, 1111 North Fairfax St. Alexandria, VA 22314-1488 within 30
days of the end of the conference or meeting.
c) After review by the Executive Officer in collaboration with the Treasurer, the Section
shall reimburse the individual. Reimbursement vouchers not received within 90 days are
subject to review by the Section Executive Committee prior to payment.
3) The following mechanism shall be used for requests for travel reimbursement advances
by Section Officers:
a) All requests for travel reimbursement advances shall be documented
on the current Section advance request voucher. The form is
published on the Section Website.
b) The voucher is to be submitted to the Education Section, APTA, 1111 North Fairfax
St. Alexandria, VA 22314-1488. a minimum of 45 days prior to the conference or
event. The request for advance cannot exceed $500.00. After review by the Executive
Officer and Treasurer, the Section shall send the advance payment.
c) Within 30 days of the completion of the conference or meeting, the officer receiving
the advance shall follow the directions for submission of reimbursement above. On the
reimbursement voucher there is a line asking the individual submitting the form to
subtract the amount of the advance payment before totaling the reimbursement request.
(See voucher)
(i) If the advance exceeds the final total to be reimbursed, the
individual is to return the completed reimbursement voucher with all original receipts
attached and with a check made out to the Education Section with the exact advance
amount exceeding the reimbursement total.
(ii.) If the reimbursement total exceeds the advance, the individual is to submit the
reimbursement voucher along with all original receipts to the Section address,
Education Section, APTA, 1111 North Fairfax St., Alexandria, VA 22314-1488, within 30
of the end of the conference. After review by the Executive Officer and Treasurer, the
Section shall reimburse the individual.
4) Honoraria and Travel for Speakers
a. The Education Section Board requires those seeking travel reimbursement
through the
Section work with the Executive Officer and APTA Travel agencies for the most economical
coach class fares.
b. The reimbursement to the Cerasoli lecturer is the standard occupancy rate for 2 nights
lodging.. Prior to the conference or meeting beginning. a copy of the signed contract for
each speaker is to be sent to the Education Section address or emailed to the Executive
Officer:
Education Section, APTA, 1111 North Fairfax St., Alexandria, VA 22314-1488
c. Special Interest Group funding
i.)SIGs will submit a proposal for what they believe their expenses to be and justify
those expenses, for approval by the Board of Directors at the Combine Sections Board
of Directors meeting.
ii.)Special circumstances requires prior approval in accordance with the amount requested
by the Executive Committee.
October 2011