UNITED UNIVERSITY PROFESSIONS
2007 Spring Delegate Assembly
EXPENSE REIMBURSEMENT -- POLICY
I. PURPOSE:
This policy provides guidelines for the reimbursement of expenses incurred in the conduct of official UUP business. Inherent in the guidelines is the principle that individual members or employees will be reimbursed as quickly as possible for reasonable expenditures, as outlined in these policies. However, the funds available to reimburse members for attending affiliate conventions are generally insufficient to fully compensate for expenses.
All expenditures shall be in keeping with the goals of UUP, the primary one of which is the improvement of the terms and conditions of employment of the UUP membership.
The policy has been developed with the assistance of our auditors and conforms to the requirements of the Internal Revenue Service (IRS), the U. S. Department of Labor, and the CWA contract.
Any exceptions to this policy will require prior approval by the President or one of the Officers of UUP.
II. SCOPE:
This policy applies to all Officers, Executive Board Members, Committee Chairs, Committee Members, Delegates, Members, employees of UUP, and others incurring expense on behalf of UUP. It shall serve as a guide for the reimbursement of UUP representatives to Affiliate Conventions and shall represent the maximum amount of reimbursement to be given to such representatives. The Officers and Staff will do everything possible to see to it that funds are expended prudently and in conformity with these guidelines.
III. ADMINISTRATION:
UUP will coordinate meeting and travel arrangements.
The expenses of the Executive Board will be approved by the President of UUP or, in the event the President is not available, the Vice President of the alternate category. Expenses of the President shall be approved by the Vice President of the alternate category.
Checks shall be signed by the Treasurer after being approved by either the President or the President's designee (an elected officer). In the event the Treasurer is not available to sign checks, they can only be signed by the President, in which case the approval shall be given by the Vice President of the alternate category.
UUP employee expenses must be approved by the individual's supervisor.
IV. VOUCHERS:
Reimbursement can only be provided upon completion and timely submission of a signed voucher. Vouchers must be submitted within 30 days, except where there are extenuating circumstances, and except those for affiliate conventions which must be submitted as specified in the election procedures for affiliate conventions. A voucher submitted after the established deadline will not be paid. Vouchers are legal documents and the information on them is used by the Auditors in determining the financial position of the organization; they are also subject to review by the Internal Revenue Service. Only original receipts or bills are acceptable as documentation (no photocopies).
V. TRANSPORTATION:
AIR TRAVEL
Air travel will not be authorized if the mileage is 150 miles or less, and if approved, shall be by the most economical route. Air travel should be booked through the authorized travel agent, and shall be by coach or economy class.
DISCOUNT AIRFARES
In order to reduce expenditures for air travel, advance planning is essential. An individual is responsible for contacting the Travel Coordinator or authorized travel agent as soon as one is aware of a trip requiring air transportation. The airlines have a variety of plans available that significantly reduce the cost of travel. Since seating on discount flights is limited, the earlier the traveler books the flight, the better the chance of obtaining the best fare available. If discount seats were available and a traveler did not obtain the ticket in time, reimbursement will be at the discounted fare.
CANCELLATION
In most cases a change in the ticket will result in the loss of a discount fare. This is especially true when the change in routing, travel date, or carrier occurs after the initial departure. Any charges resulting from changes not authorized by UUP shall be paid by the individual.
PREPAID TICKETS
Airline tickets that must be made available at the airport reservation counter require prepayment by the travel agent, who will charge an additional fee for prepaid tickets. Therefore, prepaid tickets will not be authorized, except in emergency circumstances, as determined and approved by the President or a designee.
UNUSED TICKETS
If a traveler does not use an airline ticket, it must be returned to the Travel Coordinator. An airline ticket should be treated as if it were cash or a bearer instrument. Lost or missing tickets should be reported to the carrier or Travel Coordinator immediately. The traveler will be held personally responsible for any loss incurred by UUP due to lost or stolen tickets.
CAR RENTAL
UUP will not pay for car rentals if alternate, less expensive, methods of transportation are available. All car rentals require prior approval by the President, Treasurer, or designee. The UUP/NYSUT/AFT membership card will enable one to obtain discounts with Hertz, Avis, National, and Alamo. If a rental car is authorized the individual shall seek the best possible rate. Where possible, members are encouraged to travel together.
PERSONAL AUTO
Reimbursement for use of an individual's car shall be at the IRS rate, which covers gas, oil, insurance, maintenance, repairs, tires and all other operating expenses. Where possible, members are encouraged to travel together. UUP will not reimburse anyone for towing or repairs.
If an individual chooses to drive a personal car on trips over 1,000 miles, UUP will reimburse for the most economical air fare or the IRS mileage, whichever is lower.
In addition to the mileage allowance, necessary parking and toll fees are reimbursable. Expenses for traffic violations, moving or non-moving, are not reimbursable.
VI. HOTEL ACCOMMODATIONS AND BILLING:
Overnight accommodations will be made only when travel to and from a meeting cannot reasonably be completed in the same day. On one-day trips or at the conclusion of an extended trip, lodging will be reimbursed only in connection with travel which would cause an individual to arrive home after 9:00 P.M.
Hotel reservations will be arranged through the UUP Travel Coordinator. Master billing will be arranged for Officers, Board Members, Committee Chairs, and Committee Members for meetings other than during the Delegate Assembly. Where possible, any member authorized to attend the Delegate Assembly, and included on the chapter's rooming list, will be included on the master bill, and payment will be made by UUP directly to the hotel for room charges only.
Single rooms will be provided at the request of Officers, Executive Board Members, Committee Chairs, and, when in session, members of the Negotiations Team. An individual in one or more of these categories will be responsible for the payment of any differential between the single and double rate if accompanied by a spouse or guest.
All other accommodations shall be on a double room basis. An individual requesting a single room or accompanied by a spouse or guest shall be responsible for one-half the cost of the room.
An individual requesting that an overnight accommodation be guaranteed for late arrival (usually after 4:00 P.M.) will be required to provide the necessary credit card information to the hotel. If the reservation is not used, the individual must cancel the reservation. No-show charges shall be the responsibility of the individual. If the room has been master-billed, the responsibility still rests with the individual to cancel. If the individual does not compensate UUP for the charge, the member's chapter will be held responsible. Hotels will generally avoid charging for rooms under extenuating circumstances such as plane cancellation or, in some cases, illness. Members experiencing such problems are urged to contact the Travel Coordinator as soon as possible so that a satisfactory settlement with the hotel may be negotiated.
An individual paying a hotel bill must submit a copy of the bill and proof that it was paid must accompany the voucher. Meal charges or other incidentals must appear separately on the voucher. Reimbursement will not be made for personal expenditures such as shoe shines, toiletries, tavern charges, etc. Room service charges are subject to the policy guidelines.
An individual must be away from home for extended periods in order to be reimbursed for laundry and cleaning charges. Such expenses shall be subject to approval by the UUP President.
A chapter which authorizes observers to attend statewide meetings, shall include them on the chapter rooming list form. Charges for observers will be billed to the chapter.
VII. MEALS AND INCIDENTALS:
Receipts must be submitted when vouchering allowable meal expenses. The maximum individual meal allowances are as follows, provided that when more than one meal is being vouchered, the total amount vouchered may not exceed the combined appropriate allowances:
Within NYC* Outside NYC
Breakfast $12.00 $10.00
Lunch $17.00 $13.00
Dinner $35.00 $26.00
* Or other major cities as designated by the Executive Board
NOTE: If receipts are not provided, the reimbursement will be for one-half of the above rates, except where there is some reasonable explanation included for the absence of receipts.
The above allowances include tips and taxes. If a group dines together and the total bill exceeds the maximum allowances, the individual paying the bill will be reimbursed as specified above. Vouchers must include the names of those members included on the receipt. The identification must be legible in order for the office to review the payment.
Spouses and Guests. If spouses and/or guests attend UUP functions they will be billed for meals based on the maximums listed above.
Entertainment/Hospitality. Authorized individuals may be required to entertain legislators, guest speakers, and other individuals on union business. Such entertainment is permitted, with prior approval, and may exceed the normal guidelines. The business reason for the expense must be specifically described on the voucher. The names of all individuals attending must be legibly stated on the voucher or attachment.
Delegate Assemblies. Dependent upon travel times, individuals who choose not to take advantage of meals provided prior to or during Delegate Assemblies will not be reimbursed for that expense.
VIII. MISCELLANEOUS
TELEPHONE
Whenever possible, all telephone calls made for union business should be charged using a telephone credit card or made from a pay phone. Operator assisted calls and calls from hotel rooms should be avoided.
CHILD CARE/ELDER CARE
It is the position of UUP that everything within the union's reasonable power should be done to encourage active participation of members in the business of the organization. Moreover, UUP also wishes to encourage appreciation of its community by the families, colleagues, and friends of active members. To further this principle of hospitality UUP adopts the following policy regarding support of child care/elder care for participants in Delegate Assemblies, workshops, conventions, and committee meetings.
A maximum of $50 per day plus an added $20 for overnight child care/elder care shall be available for child care/elder care services arranged by a parent or guardian upon submission of verifiable documentation.
If a child/elder accompanies a parent or guardian to a union sponsored event, there shall be available funds to allow the child/elder to stay in the same room without added cost.
It is understood that the principle of hospitality must be balanced by practical attention to advance planning; therefore, these payments are reserved only for cases where arrangements are made by the same time as the usual dates for confirmation of planned attendance by union delegates, workshop participants, or committee members.
PERMANENT RESIDENCE
It shall be the policy of UUP that travel reimbursements will not exceed that which would normally be paid from and to the place of permanent residence.
DA: 10/13/90
Child Care Provisions Revised - DA: 10/14/95
Meal Allowance Revised - DA: 05/08/98
Child Care/Elder Care Provisions Revised - DA: 05/12/00
Meal Reimbursement Revised - EB: 07/28/03
Meal Reimbursement Revised - EB: 10/27/06