NACUBO Travel Guidelines
- Coverage begins at the actual start of a trip, whether it is from the traveler’s regular place of employment, home, or other location. It terminates when the traveler reaches either home or office. Expenses for spouses and/or dependents are personal expenses and are not reimbursable.
- NACUBO requires that requests for reimbursement to individuals be substantiated with original receipts for expenditures over $25. Original invoices and receipts must not be altered. For on-line purchases, a print of the confirmation screen or e-mail acknowledgement is acceptable. Photocopies of receipts are acceptable only if the reimbursement is to be made to an institution.
- Requests for reimbursement must be submitted on the NACUBO Expense Report form within thirty (30) days of the event for which reimbursable expenses were incurred.
- It is suggested that reservations be made through your own travel agency or booked on- line to obtain the most economical coach fares.
- If you need assistance, you may utilize NACUBO’s travel agent, American Express Travel. For 24x7 access to a pooled team of travel agents call 888-762-8728.
- It is expected that travelers will obtain the lowest available fare with logical routing. Reservations should be booked at least 30 days in advance of meeting date for best fares.
- In some circumstances, staying over a Saturday night will make the traveler eligible for a special fare that will decrease the total cost of the trip. If staying over a Saturday night results in a fare that is considerably less than the hotel night and meals, NACUBO will, with prior approval, reimburse the traveler for these associated costs.
- Use of a personal or institutional vehicle will be reimbursed at the mileage rate consistent with IRS rules and regulations plus toll and parking charges.
- When a personal or institutional automobile is used for transportation and the distance to be traveled is more than 300 miles, transportation reimbursement will be made at the lesser of coach airfare or the NACUBO mileage allowance.
- Only under unusual circumstances, and with prior approval, will NACUBO reimburse the costs of renting a vehicle.
Individuals are responsible for obtaining their own hotel accommodations at least 30 days prior to meeting. In most cases, basic room and tax charges will be transferred to NACUBO’s master account, and at check-out the individual will pay only for incidental expenses charged to the room. Personal fees such as mini-bar, movie rentals, and health club fees are not reimbursable. Travelers are responsible for all expenses incurred before or after the NACUBO event.
- NACUBO will reimburse meal expenses, including tips, according to actual costs up to the following limits. Original receipts must be submitted for reimbursement. The meal allowance is based on guidelines from the General Services Administration.
Breakfast $15 Lunch $20 Dinner $40
- When NACUBO schedules a meal for which it must guarantee a number of attendees and for which it assumes the cost, meals taken elsewhere are not reimbursable.
- Individuals who pay for group meals must list the names of the persons for whom the meals are paid; NACUBO will not reimburse expenses of individuals who are not traveling at NACUBO’s expense.
NACUBO will reimburse reasonable business expenses for telephone and/or internet connection during travel days. For long distance calling, avoid the high cost of direct hotel services whenever possible by using an alternate method (personal calling plan, prepaid calling card, or cell phone).
- Baggage service, up to a maximum of $5 dollars per day, and similar expenses are reimbursable.
- Tips not included with meals or cab fare should be listed separately on the NACUBO Expense Report. Tips in excess of 20 percent are not reimbursable.
- When a trip involves traveling for both NACUBO and other purposes, the traveler will reasonably allocate the costs between NACUBO and other activity.
If you have any questions concerning NACUBO travel policies, please contact the appropriate NACUBO representative.
2017 Higher Education Accounting Forum
May 7-9, 2017 | Austin, TX
2017 CAO and CBO Collaborations
August 7-8, 2017 | Washington, DC
Regional and Partner Events
2017 TIAA Leadership Symposium
March 27-29 | Rancho Palos Verdes, CA
2017 SACUBO Annual Meeting
April 30-May 2 | Hollywood, FL
2017 Student Financial Services Conference
March 19-21, 2017 | Las Vegas, NV
2017 Unrelated Business Income Tax
February 22-24, 2017 | Seattle, WA
NACUBO is registered with the National Association of State Boards of Accountancy (NASBA) as a sponsor of continuing professional education on the National Registry of CPE Sponsors. State boards of accountancy have final authority on the acceptance of individual courses for CPE credit. Complaints regarding registered sponsors may be submitted to the National Registry of CPE Sponsors through its website: www.learningmarket.org.