ASTDN Travel Regulations / Reimbursement Request
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ASTDN Travel Regulations - July 2007

Claims

Cost-Effective

Transportation

Lodging

Meals

Miscellaneous

CLAIMS FOR REIMBURSEMENT:

All claims for reimbursement for travel shall be submitted on ASTDN Form posted on the website. It must be signed by the person claiming.

The traveler shall pay all expenses incurred on any official trip and the travel voucher shall show all such expenses in detail so that the total cost of the trip is reflected on the Form.

Claims should be submitted within the month following the travel.

Click to dowload ASTDN Reimubrsement Request form

COST-EFFECTIVE TRANSPORTATION:

The most cost-effective method of transportation that will accomplish the purpose of the travel shall be selected. Among the factors to be considered should be the length of travel time, cost of operation of a vehicle, cost and availability of common carrier services, etc.

A lost airline ticket is the responsibility of the person to whom the ticket was issued. The airline charge for searching and refunding lost tickets will be charged to the traveler. The employee must pay the difference between the prepaid amount and the amount refunded by the airlines.

Traveler is to use the lowest logical airfare available.

TRANSPORTATION EXPENSES:

 

AIR TRANSPORTATION:

The cost of airline tickets should be reported on the day of the first leg of the trip (for round-trip tickets). Otherwise, the cost of one-way tickets should be reported on the actual date of travel. A copy of the travel itinerary provided by the airline as well as copies of tickets must be attached in order to receive reimbursement.

SHUTTLE/TAXI/GRATUITY:

Costs for ground transportation should be reported on the day of each occurrence. Receipts are required for reimbursement. NO receipts are required for gratuities but gratuities may not exceed 20% of ground transportation costs.

TRAIN:

The cost of train tickets should be reported on the day of the first leg of the trip (for round-trip tickets). Otherwise, the cost of one-way tickets should be reported on the actual date of travel. A copy of the travel itinerary provided by the rail company or copies of tickets must be attached in order to receive reimbursement.

AUTO RENTAL:

The cost of reimbursable auto rental shall be for a compact car for one or two persons, an intermediate size car for three or four persons and vans for five or more persons. Proper documentation from the car rental agency is required detailing why they were unable to provide the type of transportation requested if there is any variance from this policy. The cost of the tolls and gasoline will be reimbursed based on receipts.

MILEAGE:

Mileage for travel in personal automobiles will be reimbursed at .40 per mile. When two or more persons travel in the same personally owned vehicle, only one charge will be allowed for the expense of the vehicle. The person claiming reimbursement shall attach a list containing the names of the other passengers.

PARKING AND TOLL FEES:

These expenses are reimbursable at actual cost. Receipts are required for reimbursement.

LODGING EXPENSES:

 

Employees will be reimbursed the lodging rate, plus applicable taxes. Receipt is required.

If not staying at event hotel(s), lodging may not exceed the rate at such hotel(s) unless all the identified hotel(s) have no vacancies and that is documented by the traveler in a memo attached to the Form

MEALS:

PER DIEMS:

Breakfast: $9.00
Lunch: $11.00
Dinner: $24.00

Receipts are not required for routine meals with these allowances.

BREAKFAST: When travel begins at/or before 6 a.m. and extends beyond 9 a.m. on single day travel; or when travel begins at/or before 6a.m. on the first day of travel or extends beyond 9 a.m. on the last day of travel, and for any intervening days.

LUNCH: Reimbursement shall only be made for lunch when 1) travel extends over at least one night or 2) of traveler is in travel status for 12 hours or more in duration. If travel extends overnight, lunch may be reimbursed for those days where travel begins at/or before 10 a.m. on the first day of travel, or extends beyond 2.00p.m. on the last day of travel, and for any intervening days.

DINNER: When travel begins at/or before 4.00p.m. and extends beyond 8.00p.m. on a single day of travel; or when travel begins at/or before 4.p.m. on the first day of travel or extends beyond 8.00p.m. on the last day of travel and for any intervening days.

ALCOHOL: Reimbursement for alcohol is never an allowable expense.

Meals Paid as Part of Conference Registration Fees are not reimbursable as a per diem expense

MISCELLANEOUS

BAGGAGE TIPS:
Hotel Allowances- Not to exceed $1 per bag for a maximum of three (3) bags. Tips may be paid one time upon each hotel check-in and one time upon each hotel check-out, if applicable.

REGISTRATION FEES:
When attending a conference at the request of the ASTDN Board, the registration fee for such conference will be reimbursed.

HOURLY WAGES FOR STAFF TRAVELING FOR ASTDN
When staff are asked to travel on ASTDN business, the time paid shall include: any hours spent traveling to the site, time in required meetings/conferences, and time for meals at which the staff member is required or expected to be present. Other hours away from home (sleeping, time “on your own”, etc.) will not be reimbursed.

REIMBURSEMENT WHEN TRAVELER INCURS NO COST:
No claim for reimbursement shall be made for any lodging and/or meals furnished gratuitously by another party. In no case will a traveler be allowed mileage or transportation when another person transports him or her.