Board of Directors Travel Policy
Travel is expected to be by the lowest and most efficient method of travel available, using coach fare, and purchased as soon as possible, but no later than 20 days in advance. Compare airlines if necessary. If the volunteer chooses to drive personal vehicle, or use a rental car, a cost comparison with other means of travel may be requested to demonstrate the lowest travel cost was secured. Where available, use long term parking at airports, no short-term parking will be reimbursed, unless long term parking is not available.
All travel, including to and from airport, is expected to be by the lowest cost available. Volunteers are responsible for checking into the most economical means of travel, including travel home and to the airport. NARPM® will pay mileage plus long term parking.
All volunteers are to plan their visits so they fall within their budget. Any overage must be approved by the finance committee prior to spending on the travel. NARPM will pay up to $1,000 of the Committee Chair expenses for the extra day should they attend event and stay for board meeting. NARPM will also reimburse the Committee Chairs registration fee for the event.
Should an event be cancelled, and the volunteer has purchased an airline ticket they should attempt to acquire a refund or use towards future travel. If this is not feasible, and through no fault of the volunteer and not receive a refund or use for future travel, they can request a refund from NARPM® of the airline expense the volunteer has due to the cancellation of the event.
Hotel: Room charges, including internet service, will be reimbursed as long as volunteer is within the budgeted allowance. NARPM will not pay for upgrades. Prior approval will require for any instructor who will need to spend over $250 a night (base rate). Instructor is to submit a request to the CEO and the Professional Development Chair. This does not include hotels that are tied to a NARPM® event, such as National and state meetings, where instructors are staying. Once the Chair and CEO review a
Baggage fees: Up to $35 for baggage fees will be reimbursed without a receipt. Any baggage fee over $25 will require a receipt.
Transportation: Use hotel shuttles if available. NARPM will reimburse car rental fees at the same rate for the shuttle service or taxi fee, whichever is less, to and from airport/hotels. NARPM will not pay for parking or fuel of rental cars. Please make a note on car rental receipt.
Food: Actual cost for food, beverage, and tips with a max of $75 per day (no alcohol) and is not cumulative
Tips: A maximum of $5 each tip with a maximum daily amount of $10.
Maximum reimbursement (includes airlines tickets, hotel charges, food, etc.) will be based on amounts requested in budget for volunteer/event.
Receipts must be submitted for any expenses over $10, along with reimbursement form, within 30 days after event has ended.
Long distance phone charges will not be reimbursed.
Parking and mileage to/from airport for personal vehicle will be reimbursed. An airport limo/taxi may be taken to the airport if the charges are less than or equal to mileage and parking. All volunteers and staff will provide proof of mileage to a NARPM function through a mapping service such as MapQuest.
New RVP’s will be reimbursed for two nights to attend meetings and $75 per diem plus airline not to exceed amount in budget.
NARPM® management staff works with hotels to provide some meals to the Board of Directors during their face-to-face meetings.