CAMPEP Travel Reimbursement Policy
Adopted by the Board of Directors on 16 March 2019
GENERAL:
Travel for the conduct of CAMPEP activities will be reimbursed. All travel must be approved in advance by the
relevant committee Chair, Treasurer, or Board of Directors. Travel to the RSNA, ASTRO, or AAPM Annual Meeting
will not be reimbursed unless it is approved in advance by the Board of Directors. Foreign travel (other than
Canada and the United States) must be approved by the Board of Directors.
Meals and lodging will be
reimbursed only for time spent on CAMPEP business; i.e., for a one day meeting expenses will be paid for the
day of the meeting and if necessary for the travel days associated with the meeting, lodging will be
reimbursed for the night before the meeting and if necessary for the night of the meeting. Hotel, meal and
travel costs for companion are not reimbursable.
Meals:
CAMPEP will reimburse for reasonable actual cost of meals in restaurants. Per diem reimbursements are not permitted. All meals of $25 or more must be documented by original receipts. Under normal circumstances, actual meal charges for each day should not exceed a total of $75 per person. Charges for laundry, valet, movies, or similar expenses are the responsibility of the traveler.
TRAVEL:
Car travel will be reimbursed at the current mileage rate described by the U.S. IRS. Travel by car including
incurred lodging and expenses will be reimbursed up to but not exceeding the cost of coach/economy air fare.
Parking and tolls will be reimbursed.
Intracity rental car use is not generally reimbursed. Use of
public transportation (taxi, shuttle or ride share) is typically more economical. Rental car expenses
associated with travel to sites beyond the airport urban area may be more economical. Reimbursement for the
use of rental vehicles will be made only if circumstances make it impossible or impractical to use public
transportation, or if the cost of the rental vehicle is less than the cost of public transportation. Parking,
fuel and tolls will be reimbursed.
Air travel within the United States and Canada will be reimbursed
for coach/economy fare. Flights outside of North America will be reimbursed for business class fare, if
purchased. A la carte airline fees such as early seat assignment, upgrades within coach/economy class, checked
baggage fees are reimbursable but should be kept at a reasonable level. Charges for travel changes made for
the traveler’s convenience are the responsibility of the traveler.
CAMPEP will reimburse the cost of
travel tickets purchased in advance of a scheduled committee meeting if the meeting is canceled by the CAMPEP.
LODGING:
Comfortable, moderately priced hotels are preferred.
TELEPHONE:
Telephone charges for CAMPEP business and "safe arrival" calls will be paid.
GRATUITIES:
Gratuities are reimbursable, but should be kept at a reasonable level.
EMERGENCIES:
In event travel becomes ill or has emergency at home, CAMPEP will reimburse expenses for immediate return home. Assistance with the return trip may be requested from CAMPEP.
MISCELLANEOUS:
Miscellaneous expenses related to CAMPEP travel (i.e., purchase of health care insurance to travel abroad) require written justification and prior approval by the Chairman or Treasurer.
REIMBURSEMENT REVIEW:
Travel and adherence to the above policy will be reviewed by and travel reimbursement approved by the Treasurer or his/her delegate.
RECEIPTS:
Airplane, hotel, meals, taxi fares above $25.00 and car rental receipts must be attached to the reimbursement request. **Boarding Passes are not required**. Copies of credit card statements typically do not have sufficient detail to serve as receipts
CURRENCY CONVERSION:
The CAMPEP reimbursement form has the facility to report expenses in
US$ and one additional currency. Canadian dollars is the default additional currency, but the spreadsheet can
be used to report expenses in one additional currency.
EMAIL your completed reimbursement along with
receipts to Jackie Ogburn at jackie@campep.org
CAMPEP Reimbursement Form