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About Lamaze

Administration: Travel Reimbursement

Purpose

Lamaze International will reimburse reasonable expenses incurred by individuals while they travel for approved Lamaze business functions (i.e. board/committee/council meetings, conferences, exhibits, speaking engagements, etc.) to   officially represent Lamaze International.  To be reimbursed, all travel must be a pre-approved budget expense or approved as a budget exception by the Board.

Responsibility

Individuals who travel for Lamaze should have a personal credit card to pay for upfront costs, as necessary, and will be reimbursed according to this policy. All individuals requesting reimbursement must complete the proper reimbursement form, attach their receipts, and forward this information to the Chief Operations Officer within thirty (30) days after completion of travel. After review and approval of expenses in accordance with this policy, expense reimbursements will be made by the Lamaze International Administrative Office. The Chief Operations Officer will forward any requests for exceptions to the reimbursement provisions outlined in this policy to the Treasurer or President for approval.

Transportation

Flying

When traveling on behalf of Lamaze International, individuals must select the most cost-effective route/program available. Because Lamaze International benefits (through discounts and free tickets) by using our preferred travel agency for air travel, individuals should use the designated agency unless they can get a significantly better deal through other channels. Use of other agencies must be approved in advance by the Chief Operations Officer. The expectation is to book the lowest fare.  Full coach fares will be fully reimbursed only when excursion or super saver fares are not available and reservations are made at least one week before travel. First/business class travel will not be reimbursed. Reimbursement will be limited to the lowest fare available, per the approved travel agency.

International Travel

When traveling internationally the individual should use the booking/payment method that offers the most coverage (i.e., many credit cards offer basic travel insurance) or use the association’s preferred travel agent. 

Travel Insurance

The traveler should look into insurance provided through their credit card or other reward programs, if possible and applicable. Travel insurance may be appropriate in certain circumstances depending on travel destinations and will be reviewed and approved for reimbursement on a case per case basis. 

Driving

Travel by automobile shall be reimbursed at the current IRS rate plus any tolls or parking that may be required, not to exceed the cost of the most direct economy air/train route between the points traveled.

The use of rental cars is to be kept to a minimum. All use requires prior approval by the Chief Operations Officer, and reimbursement will be at the compact car rate.

Lodging

Unless lodging is prearranged by contract, it should be selected based on reasonable price for accommodation.  Travelers will be reimbursed at the standard room rate.  Occasionally, it may be cost-effective to stay an extra night to secure more favorable airfares. In those cases, the extra night will also be covered and must be approved in advance. Exceptions to this policy may be made on a case by case basis.

Meals

Meals are reimbursed based on a rate schedule of $60 per person per covered day, allowing $12 for breakfast, $18 for lunch, and $30 for dinner. This includes charges for room service. Expenses for group meals should include a list of participants and the purpose of the function. If a traveler chooses to make personal dining arrangements rather than attend a planned meal function, Lamaze International will not reimburse that expense.

Phone Calls/Internet Connection

Telephone

Domestic phone or data roaming expenses are not reimbursable expenses.

Internet

Many hotel rewards programs and hotel contracts provide free internet. Please be aware of these policies before paying for Wi-Fi. When internet connection is required during travel, and free internet connection is not available, hotel Wi-Fi charges are reimbursable.

Miscellaneous Expenses

Expenses of a miscellaneous nature may be covered if incurred while performing Lamaze International duties, such as baggage fee for one suitcase, gratuities, copies for Lamaze related business. However, some items that will not be reimbursed include: valet/dry cleaning expenses, expenses of traveling companions, recreational or entertainment costs (tennis court fees, theater), and cabs for personal entertainment.

Procedure

The Expense Report must be completed with all required receipts attached, and submitted to the Chief Operations Officer within thirty (30) days of travel.

Original receipts must be provided for all expense in excess of $25, and reimbursement will be limited to the actual amount expended. Original airline boarding pass and train ticket receipts must be provided (if not using approved travel agency); itineraries are not acceptable (IRS ruling). Receipts for lodging, meals, and ground transportation expenses must also be provided. If original receipts are not provided and reimbursement exceeds $600 per individual per year, the law requires Lamaze International to report the amount of the reimbursement to the IRS, which will treat that money as income to the traveler.

If travel to a Lamaze International meeting or event is in conjunction with another meeting, expenses should be apportioned accordingly.

Application

This policy applies to all board, council, instructors and committee members and other individuals traveling for Lamaze International.

Approved: April, 1996
Revised: March, 2008; March, 2009, March 2018