Travel Guidelines

Reimbursement

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 copies of original receipts for all expenditures. Original or copied invoices and receipts must not be altered. For online purchases, a print of the confirmation screen or email acknowledgement is acceptable.
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.

Air/Train Travel

NACUBO reimburses economy class fares plus baggage fees and fees for advance seat selection. Any costs related to premium seating (first class, business class, exit row, economy plus, premium economy) are the responsibility of the traveler. It is suggested that reservations be made through your own travel agency or booked online to obtain the most economical coach fares.
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.

Vehicle Use

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.

Hotel

Unless attending a NACUBO professional development program, individuals are usually responsible for obtaining their own hotel accommodations at least 30 days prior to meeting. For hotel reservations with a non-NACUBO program, basic room and tax charges will be reimbursed. For most NACUBO-related programs, 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.

Meals

NACUBO will reimburse meal expenses according to the below per-meal per diem, up to a daily limit of $75. Receipts are not required to claim meal per diem. Below are guidelines for individual meals within our daily limit.
- 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. If an individual anticipates that the cost of a group meal will exceed the above limits, they should speak with their respective NACUBO vice president in advance of the event.

Telephone

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).

Miscellaneous Expenses

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.