Travel Reimbursement Procedures for Council and Board Members - Revision history

Hcayless: /* Reimbursement Procedure */

2019-10-01T13:36:16Z

‎Reimbursement Procedure

2018-09-10T02:29:16Z

2018-09-10T02:28:32Z

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‎Calculating your reimbursement

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‎Lodging

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2018-03-06T21:53:41Z

‎An example: correx typo

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 ==Reimbursement Procedure==
-In order to be reimbursed a traveler should fill out a [http://www.tei-c.org/Admin/TEI_travel_form.pdf TEI-C Travel Reimbursement Form] and send it to the treasurer at the address indicated on the form '''within 1 month of travel'''. Hotel, airfare, and other significant transportation related receipts should be sent with the form. Receipts for meals and incidentals should not be included.
+In order to be reimbursed a traveler should fill out a [https://tei-c.org/tei_travel_form/ TEI-C Travel Reimbursement Form] and send it to the treasurer at the address indicated on the form '''within 1 month of travel'''. Hotel, airfare, and other significant transportation related receipts should be sent with the form. Receipts for meals and incidentals should not be included.
 [[Category:Board]]

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 The TEI-C will reimburse expenses related to traveling to/from an airport including airport parking and transportation to/from airports.  We ask that you find the most economical form of long-term airport parking as well as economical transportation to/from airports, which may include sharing a taxi with colleagues. The TEI-C will also reimburse transportation expenses from lodging to meeting locations (over $20). Most in-town commuting will be covered by the "Incidental Expenses" portion of the per diem (see below).  We ask that you find the most economical form of in-town commuting, which may include multi-day transit passes or taxi-sharing.
 ==Meals and Incidental Expenses (Per Diem)==
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 ====Incidental Expenses====
 The per diem is also intended to cover incidental and minor expenses such as tips, in-town taxi and public transit fares, and the like. Reimbursement for ground transportation above $20 should be requested separately (with receipts).
 ==Reimbursement Procedure==
 In order to be reimbursed a traveler should fill out a [http://www.tei-c.org/Admin/TEI_travel_form.pdf TEI-C Travel Reimbursement Form] and send it to the treasurer at the address indicated on the form '''within 1 month of travel'''. Hotel, airfare, and other significant transportation related receipts should be sent with the form. Receipts for meals and incidentals should not be included.
 [[Category:Board]]

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 Individuals sharing a room with friends or family not paticipating in TEI-C business should make separate arrangements with the Treasurer if the additional occupant results in extra costs being levied by the hotel. There is no need to make separate arrangements if the hotel in question charges by the room rather than number of occupants.
-==Reimbursement procedure==
+==Reimbursement Procedure==
 In order to be reimbursed a traveler should fill out a [http://www.tei-c.org/Admin/TEI_travel_form.pdf TEI-C Travel Reimbursement Form] and send it to the treasurer at the address indicated on the form '''within 1 month of travel'''. Hotel, airfare, and other significant transportation related receipts should be sent with the form. Receipts for meals and incidentals should not be included.
 [[Category:Board]]

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 The per diem is also intended to cover incidental and minor expenses such as tips, in-town taxi and public transit fares, and the like. Reimbursement for ground transportation above $20 should be requested separately (with receipts).
-==Calculating your reimbursement==
+==Lodging==
 The TEI-C will reimburse eligible individuals for reasonable actual hotel and lodging costs for stays necessitated by TEI meetings. In addition of lodging costs for a single individual, these costs may include internet access '''BUT NOT''' entertainment, newspapers, the use of a mini-bar, or meals (meals are reimbursed on a per diem basis). No other charges are permitted without prior arrangement. Such claims must be accompanied by receipts.

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 ===Lodging===
-The TEI-C will reimburse eligible individuals for reasonable actual hotel and lodging costs for stays necessitated by TEI meetings. In addition to board for a single individual, these costs may include internet access but not entertainment, newspapers, the use of a mini-bar, or meals (meals are reimbursed on a per diem basis). No other charges are permitted without prior arrangement. Such claims must be accompanied by receipts.
+The TEI-C will reimburse eligible individuals for reasonable actual hotel and lodging costs for stays necessitated by TEI meetings. In addition of lodging costs for a single individual, these costs may include internet access '''BUT NOT''' entertainment, newspapers, the use of a mini-bar, or meals (meals are reimbursed on a per diem basis). No other charges are permitted without prior arrangement. Such claims must be accompanied by receipts.
 In reimbursing for such costs the TEI-C will '''pay for a maximum of one additional night before and/or after the event or activity'''. Individuals may exceed this maximum of the additional night(s) can be justified as a way of reducing the overall cost of the trip (e.g., when a Saturday overnight reduces the airfare more than the cost of the added hotel stay). Individuals considering such an arrangement should contact the Treasurer before booking their stay whenever possible.

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 |-
 | Dinner (evening)
-| 5 x
+| 3 x
 | $26.95 =
 | $80.85

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 =Reimbursement Policies and Procedures=
 * [http://www.tei-c.org/Admin/TEI_travel_form.pdf TEI-C Travel Reimbursement Form]
 The TEI Consortium (TEI-C) is a volunteer-run organization that represents a community that continues to grow in numbers and geographic representation.  In order to function smoothly and continue its outreach, the TEI-C compensates individuals for travel for TEI-related business.  For example, the TEI-C will reimburse keynotes or other invited speakers to annual conferences and Council and Board members for face-to-face meetings.  Travel reimbursement requests outside of the norm are at the discretion of the TEI-C Board of Directors.