Travel Reimbursement Procedures for Council and Board Members

Reimbursement Policies and Procedures

• 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.

The TEI-C will reimburse Board-approved travel for reasonable expenses, which includes economy airfare, conference-designated lodging (or cheaper!), and 75% of the per diem designated by the U.S. Department of State [Domestic https://www.gsa.gov/travel/plan-book/per-diem-rates] and [Foreign https://aoprals.state.gov/web920/per_diem.asp] Per Diem Rates. Expenses incurred beyond what is reasonable will be evaluated for additional compensation on a case by case basis.

The TEI-C appreciates travel expenses covered by an individual's institution as part of the institutions's overall commitment to the TEI. Likewise, the TEI-C appreciates individuals who offset or cover in-full their own travel expenses for TEI-related business. We encourage an individual's ability to subsidize or cover completely the costs associated with TEI-C-related business travel.

In broad terms, its reimbursement policies are in keeping with those common practice in the U.S. University and Public Sector. Questions about these policies or concerning expenses not covered here should be directed to the Treasurer. While exceptions and clarifications are possible, these should normally be requested before the expense is incurred.

Receipts for all travel-related transactions with the exceptions of food-related receipts must be submitted for reimbursement.

Specific guidelines for allowable expenses are described below.

Transportation to TEI-C Events and Activities

Airfare should be by the cheapest direct route and economy class or equivalent. Ground transportation should be by cheapest direct route and economy/second class (if applicable) or equivalent. Transportation involving detours, stop-overs, or travel to additional destinations may be eligible for full or partial reimbursement. Individuals considering such travel should make arrangements with the Treasurer in advance.

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)

The TEI reimburses eligible individuals for meals and incidental expenses on a per diem basis. These per diem rates usually are calculated from U.S. Government rates using the following formula:

Travel outside the U.S.

For travel outside the continental U.S., the Meals and Incidentals per diem is equal to 75% of the relevant U.S. State Department rate.

Travel within the U.S

For travel withing the continental U.S., the Meals and Incidentals per diem is equal to the relevant U.S. General Service Administration rate rounded up to the nearest $10.

To ease reporting, per diem claim for meals and incidentals are calculated separately. The allowance for incidentals is 20% of the total TEI per diem; the allowance for meals is 80% of the total TEI per diem. The Board reserves the right to set its per diem rates using a different formula provided advance notice is given to the traveller.

Eligible Per Diem Expenses

The per diem rates are intended to cover actual meals and incidental daily living expenses (excluding lodging) for eligible individuals while they are travelling on TEI business. Per diems should not be claimed for expenses that are paid for by somebody else, eligible for reimbursement from other sources, or that occur before or after the travel takes place. No receipts are required for expenses claimed as part of a per diem.

The following are some examples of expenses covered by the Meals and Incidental per diem. The list is not intended to be exhaustive. If in doubt, please contact the Treasurer.

Meals

The per diem is intended to cover all meals paid for by individuals on their own behalf. No receipts are required in such cases. Reimbursement for group meals organised in advance by the TEI or local hosts or for costs incurred in paying for meals of guests of the TEI should be requested separately and require receipts. Individuals participating (but not paying for) such meals should not also claim the equivalent meal allowance. Informal groups dining together should ask for separate checks or otherwise settle the bill amongst themselves before claiming their per diems as individuals. Individuals will not normally be reimbursed for group meals not arranged in advance.

Incidental Expenses

The per diem is also intended to cover incidental and minor expenses such as tips, in-town taxi and public transit fares (under $20), and the like. Reimbursement for ground transportation above $20 should be requested separately (with receipts).

Calculating your reimbursement

Individuals calculate their per diem allowances on the basis of the number of mornings, afternoons, and evenings they were away from home while engaged on TEI business:

• Incidental per diem Claim: an allowance for every morning, afternoon, and/or evening you were away from home while engaged on TEI business. No receipts are required to claim this allowance. If only part of the day was spent away from home on TEI business please do not claim for those parts when you were at home. For example, if you arrive home from a meeting in time for dinner, you should claim an incidentals per diem that day for only the morning and afternoon.

• Meals per diem Claim: an allowance for every morning, afternoon, and evening meal that was not paid for by somebody else. No receipts are required to claim this allowance. If you attended banquet or similarly formal meal arranged and paid for somebody else, you should not also request a per diem allowance for the same meal. If you share a restaurant meal with some colleagues more informally, you should settle the bill amongst yourselves (or ask for separate cheques) and request your individual per diem allowance. The TEI no longer reimburses individuals for group meals without prior notice.

You can calculate your per diem allowance using the following tables. In these tables, ‘rate’ refers to the maximum per diem for the relevant type of expense as determined by the TEI. If an official rate has not been published, you should use the formulas discussed above. Otherwise, use the published rate.

Incidental Allowances

Claim incidental expenses for each morning, afternoon, and evening you were engaged on TEI business away from home.

Part of day	Number of eligible periods	Rate	Total allowance
Morning	__ ⨉	[5% of total TEI per diem]	= __
Afternoon	__ ⨉	[7% of total TEI per diem]	= __
Evening	__ ⨉	[8% of total TEI per diem]	= __
Total Incidental Allowance	__

Meals

Claim a meal allowance for each meal not purchased for you by somebody else or reimbursable from other sources while you were away from home on TEI business:

Meal Period	Number of eligible meals	Rate	Total allowance
Breakfast (morning)	__ ⨉	[20% of total TEI per diem]	= __
Lunch (afternoon)	__ ⨉	[28% of total TEI per diem]	= __
Dinner (evening)	__ ⨉	[32% of total TEI per diem]	= __
Total Meals Allowance	__

An example

A Council member attends a three day Council meeting in Singapore from April 1-3. She leaves home on March 31st in the afternoon and returns home from the meeting just before midnight on April 4. While at the conference she attends a previously arranged dinner with the entire council on April 3 and banquet hosted by the meeting's local hosts on April 1.

The U.S. State Department meals and incidental rate for Singapore that year is $110 USD. The TEI-C therefore sets its total per diem rate at $82.50 USD/day (75% of $110 USD) and publishes the following breakdown:

Period of Day	Incidental Allowance	Meals Allowance
Morning	$3.85	$15.40
Afternoon	$5.39	$21.56
Evening	$6.16	$26.95

In asking for reinbursement for incidentals, the Council member claims a per diem allowance for every morning, afternoon, and evening she was away from home on TEI business: in this case four mornings (from April 1-4), five afternoons (March 31-April 4), and five evenings (March 31-April4). She claims four mornings, because she did not leave home until the afternoon of March 31st. She claims five afternoons and evenings because she was travelling on TEI business from the afternoon of March 31st until well into the evening of April 4.

Period of Day	Number of eligible periods	Rate	Total allowance
Morning	4 x	$3.85 =	$15.40
Afternoon	5 x	$5.39 =	$26.95
Evening	5 x	$6.16 =	$30.80
		Total Incidental Allowance:	$73.15

In asking for reimbursement for meals, the Council member claims a per diem allowance for meals while she was away from home on TEI business, excepting meals paid for by others or reimbursed from other sources. In this case that means she claims for four breakfasts (April 1-4) and five lunches (March 31-April 4), but, since two of her evening meals were paid for, only three dinners (March 31, April 2, and April 4).

Meal Period	Number of eligible meals	Rate	Total allowance
Breakfast (morning)	4 x	$15.40 =	$61.60
Lunch (afternoon)	5 x	$21.56 =	$107.80
Dinner (evening)	3 x	$26.95 =	$80.85
		Total Meals Allowance:	$250.25

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.

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.

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

In order to be reimbursed a traveler should fill out a 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.