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WASC Travel and Business Expense Policy

Click here to download the WASC Expense Voucher

I. GENERAL PRINCIPLES

  • This Travel and Business Expense Policy applies to all persons seeking reimbursement for travel and business expenses incurred in conducting WASC business.
  • As a general rule, travelers are urged to use the most economical mode of transportation. However, in the application of this general rule, extenuating circumstances, such as the best economic use of the time of the traveler, may be taken into consideration. Please note in the procedures below that advance approval may be required for exceptions to this general principle.
  • There will be no reimbursement for the expenses of a spouse or guest who accompanies a traveler on WASC business, except as noted below.
  • In general, each traveler must seek reimbursement for his/her own expenses, except as noted below.
  • For the purposes of this policy, “travelers” includes WASC staff, Commission members, site team members and other volunteers.

II. PROCEDURES FOR TRAVEL EXPENSE REPORTING

  • An Expense Report on a form furnished by WASC together with appropriate documentation as described below in section B must be submitted to request reimbursement of expenses.
  • Documentation Guidelines:
    • Approvals: For WASC employees, the traveler’s Expense Report must be reviewed and, if correct, approved by the Finance and Operations Manager or the Executive Director. The Executive Director’s Expense Report must be reviewed and, if correct, signed by the Finance and Operations Manager. For volunteers, the traveler’s Expense Report must be reviewed and, if correct, signed by the Associate or Assistant Director assigned to the relevant volunteer activity or by the Executive Director.
    • Documentation: Receipts for air travel fares, car rentals, lodging, and any expense in excess of $10.00 must be attached to the Expense Report.
    • Deadlines: The deadline for submitting an Expense Report to an approval authority is 30 calendar days after the traveler incurs the expense. Expense Reports submitted after 60 calendar days from incurring the expense shall be rejected and not processed for payment unless approved for late payment by the Executive Director or designee.

III. AIR TRAVEL

  • Reimbursement or direct billing for air travel will be limited to the cost of a coach/ economy fare.

IV. AUTOMOBILE TRAVEL

  • Personal Automobile: Travelers using a personal automobile to conduct WASC business will be reimbursed at the current rate per mile authorized by the Internal Revenue Service when a personal automobile is required to conduct WASC business away from individual’s primary workplace.
  • Personal Auto Mileage Reimbursement Guidelines
    • Reimbursable mileage is incurred when a traveler leaves the location of his or her primary workplace during the course of the work day on WASC business. Reimbursement is for that mileage between home and the primary workplace.
    • Reimbursable mileage is incurred when a traveler does not report to his or her primary workplace because of WASC business during the course of the work day or while conducting WASC business on the way to or from home or the workplace. Reimbursement will be for that mileage in excess of normal roundtrip mileage between home and the primary workplace.
  • Taxi Service / Shuttle: Actual cost of taxis, including customary gratuity, is reimbursed when a less expensive service, such as a shuttle service, is not suitable.
  • Car Rental:
  • Reimbursement for car rentals will be made where justified from the standpoint of economical use of the traveler’s time or the necessities incident to the particular trip.
  • Advance approval by the Executive Director or his designee is required when it is necessary for a staff member to utilize a rental car to conduct WASC business away from the individual’s primary workplace.
  • As a general rule, when renting a car, economy models should be requested taking advantage of the rental car company’s available discounts.
  • WASC may contract with one or more rental car agencies in order to receive preferential rates. Travelers are encouraged to take advantage of these arrangements when they are available.
  • When there is no contract with a car rental agency, travelers should assure that competitive rates are obtained.
  • WASC carries insurance that covers staff when renting a vehicle while on WASC business. Thus, travelers can waive the collision and liability coverage offered by rental agencies when traveling on WASC business.
  • In the event a traveler rents a vehicle to be used for both business and personal use, the traveler will not be covered by WASC’s insurance when the car is used for personal purposes. To assure the traveler’s personal liability is addressed in such circumstances, travelers are encouraged to obtain, at the traveler’s expense, the appropriate insurance for the period the traveler is using the car for personal purposes.
  • Individuals are responsible for any car rental charges, insurance charges and liability while on personal business. WASC is not responsible for any injuries or damages caused as a result of a car rental used for personal purposes.
  • Whenever practical, travelers should return cars with a full tank of gas to avoid excessive re-fueling charges by the car rental companies. Car rental companies offer a “Fuel Purchase Option” which allow for the purchase of a full tank of gas allowing the car to be returned with an empty tank. This option is cost-efficient but should be used only if it is expected that the car will be driven enough to utilize nearly a full tank of fuel.
  • Compliance with the rental car agency agreement is the responsibility of the traveler who signs the rental agreement. Please be aware of provisions in the rental agreement that prohibit any other person from driving the car.
  • In the event of an accident, follow these steps:
  • Attend to any medical issues.
  • Consult the rental contract and follow its instructions.
  • Report to appropriate law enforcement agencies immediately.
  • Promptly submit an accident report to the WASC Finance and Operations.
  • Tolls and Parking: Tolls and parking fees incurred by travelers using a personal automobile or rental car are reimbursable expenses and must be identified as such on Expense Reports. When travel is required to conduct WASC business away from the individual’s primary workplace, WASC reimburses tolls and parking expenses.
  • Parking Tickets and Traffic Fines: Parking tickets and traffic fines incurred by travelers shall not be reimbursed.

V. LODGING

  • Reimbursement or direct payment of lodging expenses is made for the actual expense of single accommodations.
  • Travelers are expected to say in standard single room standard business-class hotels.
  • Any charges resulting from failure to cancel lodging reservations are not the responsibility of WASC unless adequate explanation of the reason for failure to cancel in time is included on the Expense Report. If WASC has made reservations for travelers on WASC business, travelers are expected to inform the WASC office regarding changes in dates of stays to avoid unnecessary cancellation charges and penalties.
  • Reasonable tips in connection with the handling of bags are reimbursable expenses.
  • Housekeeping tips not to exceed $3 per day per room are reimbursable.

VI. MEALS WHILE TRAVELING

    • Meals While Traveling
    • Individuals will be reimbursed for their own out-of-pocket expenses for meals during the course of authorized travel. If a person pays for the meals of other travelers, he or she may request reimbursement for their meal expenses but must specify the reason for the other person.
    • Eligibility for meal reimbursement is based on the time(s) during which an individual is traveling starting at the time that the individual leaves his/her home or office. The following guidelines apply:

Breakfast: Travel before 9:00 a.m.

Lunch: Travel at 12:30 p.m.

Dinner: Travel at 7:00 p.m.

    • A traveler shall not request reimbursement for a meal if he or she partakes of a meal provided in the course of attending an event or provided by another organization without cost to the traveler.
    • Tips for restaurant service are reimbursable in an amount up to 18% of the cost of the meal including tax.
    • At Commission meetings and other events, partners and spouses of WASC Commission members and staff are invited to attend activities that include meals. In these cases, the meals of partners and spouses are covered by WASC.
    • Non-Travel Meal Reimbursement Guidelines: In certain instances, the cost of business-related meal expenses may be allowed when an individual is not traveling. Examples include meals purchased for WASC events and meetings and when hosting a meal for one or more individuals in furtherance of WASC business.

VII. TELECOMMUNICATIONS

  • Reimbursement is provided for reasonable expenses incurred in making WASC-related telephone calls to/from the individual’s home or mobile phone.
  • Reimbursement is also provided for reasonable WASC-related telecommunication services while traveling, such as laptop computer connections to the Internet.

VIII. INCIDENTALS

Expenses incurred incidental to WASC business such as copying costs, facsimile costs and other expense required to conduct WASC business will be reimbursed.

 

Adopted, January 2, 2007