Procedures

1.   PLAN - All staff requesting to conduct library business or to attend professional meetings, even if they are not requesting travel reimbursement, must receive approval from their supervisors. ).  All requests for travel reimbursements must be included in the budget prior to the submission of the travel request.

2.  REQUEST - To request approval of travel, staff will begin by completing the Travel Expense Request utilizing the instructions on the form and obtain approval as noted on the form before any financial commitment is incurred. The approved request must be attached to all related RTOs.

A.    To pay for conference registration, at least one month prior to conference travel, a Request to Order (RTO) for conference registration is to be submitted. 

a.    If the conference accepts a PO, use the conference as the vendor. Allow sufficient time for processing before registration is due, approximately two weeks. 

b.    If the conference does not accept a PO for registration, then you will submit an RTO for reimbursement using yourself as the vendor. 

c.     The RTO for conference registration can be paid once registration is complete and an invoice or receipt is attached to the RTO and converted.

B.    At least one month prior to conference travel, an RTO for travel costs that are reasonable and necessary for attending the conference is submitted.  This includes travel, lodging, per-diem and other approved miscellaneous costs such as parking, baggage fee, and transportation to lodging. Gratuities are included in the per diem reimbursement, no additional gratuities will be reimbursed.

C.   Lodging as recommended by the conference will be the first option for lodging.  If all recommended conference lodging is unavailable a reasonable substitute hotel can be used.  Private party lodging/home rentals will not be reimbursed.

D.   Staff are responsible for making all registration and travel arrangements.

3.  REIMBURSEMENT - At the conclusion of the travel, the Request for Reimbursement of Travel Expense will be prepared.  This should be attached to the previously submitted RTO and approved as noted on the form.  All receipts and documentation for the request must be attached to the RTO.  The RTO must then be converted to initiate the payment process.  The amount to pay must be clearly indicated and supported by the attached documentation.  This should be completed within five business days after returning to work. The total request for reimbursement cannot exceed the RTO for travel costs, any expenses greater than the RTO for travel will not be reimbursed. If you do not attend the conference, you will not be reimbursed for any expenses.

The Business Office will issue reimbursements in the next payment batch once all procedures are complete.

Additional Guidelines

 The following guidelines are subject to adjustment as rules and prices change.

1. Transportation

A. Personal Vehicle

Staff claiming reimbursement for use of their personal vehicle must attach documentation of the miles incurred utilizing a web-based map, including a map used for subtraction of the normal commute.   Staff cannot be reimbursed for another person’s vehicle expense.  Documentation of automobile insurance must be attached to the reimbursement request.

Reimbursement rate for mileage is the current federal business standard mileage rate.

If the request for reimbursement for use of a personal vehicle is more than the costs of air travel for the same trip, reimbursement will be limited to the coach airfare as documented by a printout out of the airfare prices of multiple carriers at the time of conference registration.

Mileage incurred for instate conferences or meetings, where no overnight expenses are incurred, may be included in the quarterly mileage reimbursement request.

B. Airline

Staff are expected to seek the lowest cost option (coach, economy rates, discounts)

First class accommodations are not allowed except where an accommodation is warranted and approved by the Chief Executive Officer.

C. Other Transportation

These same guidelines apply to staff who may wish to travel by train or bus.  In each instance, the maximum reimbursement will be limited to the coach airfare as noted above.

2. Lodging

A. Lodging expense decisions shall be made based on the lowest inclusive cost to the library system to accomplish the objectives of the meeting.  Supervisors are responsible for authorizing and approving lodging sites and costs.  Private party lodging/home rentals will not be reimbursed.  

B. The request for lodging reimbursements must be supported by itemized receipts, a credit card statement alone is not sufficient.

C. Lodging expenses for reimbursement will only include room charges and applicable taxes; other charges, such as telephone, room service, laundry service, fitness room charges, gratuities etc., are not part of lodging expenses and will not be reimbursed.

3. Meal and Incidental Expenses (M&IE)

Employees are reimbursed at the federal standard M&IE rates. Under this method no receipts or other itemized records are required. Federal standard rates vary from year to year and for different localities. Use the Federal guidelines from the U.S. General Services Administration website for budget purposes and the travel request. Gratuities are included in M&IE.

4. Other Expenses

The reimbursement of other expenses such as ground transportation, necessary luggage fees, and toll fees are to be substantiated by receipts. 

5. Additional Guidance

Expenses are only reimbursed for travel that is required to complete the objectives of the conference.  For example, travel expenses before or after the required conference stay is not reimbursable.