1. Air Travel Routing Criterion
Air travel when required shall be at economy/coach rate, but preference shall be allowed for nonstop service and reasonable departure and arrival times. Air travel may be upgraded by the traveler to business or first class; however, all costs associated with the upgrade shall be the responsibility of the traveler. Expenses for a traveler’s checked baggage shall be reimbursed.
2. Rental Car Usage
Use of standard grade rental vehicles from a national rental agency is authorized. Standard grade is defined as an intermediate or full sized vehicle. A rental vehicle may be upgraded by the traveler; however, all costs associated with the upgrade shall be the responsibility of the traveler. An upgrade is authorized where two or more travelers share a rental vehicle and the net cost to the Board will result in a net savings to the Board. An upgrade is authorized where a special discount or sales promotion results in an expense equal to or less that the cost of a standard grade vehicle.
3. Personal Motor Vehicle Usage
Use of a traveler’s personal motor vehicle for retirement board travel shall be reimbursed at the mileage rate established by the Internal Revenue Service. Parking and toll cost shall be reimbursed subject to proper documentation.
4. Maximum Daily Reimbursement for Meals
The maximum daily reimbursement for the cost of meals while on Board authorized travel shall be $100.00. The Board may, however, make allowances for reimbursement in excess of the allowable amount for travel to high-cost locations. All meal reimbursement requests must comply with 840 CMR 2.00 and be submitted with original, itemized receipts, setting forth the date and place of purchase. Reimbursement for the cost of meals which are included in a conference registration fee or as part of an educational event shall not be reimbursed, except where different meals are required for religious or medical reasons. Reimbursement for the purchase or consumption of alcoholic beverages shall not be reimbursed under any circumstances.
5. Authorization for Board Issued Credit Card Usage
The Board may establish a credit or debit account for the purpose of effectuating 840 CMR 2.00 and this supplementary regulation.
Where lodging is required, reimbursement will include the night prior to the commencement of the conference or educational event, and each night thereafter, including the night of the last day of the conference or educational event. Accommodations may be upgraded; however, all additional costs associated with such upgrade shall be the responsibility of the traveler.
7. Expense Reimbursement process
To ensure that expense reimbursement requests are in compliance with 840 CMR 2.00 and this supplementary regulation, all expense reimbursement requests shall be reviewed and approved as follows:
A. Expense reimbursement requests shall be properly documented and certified by the traveler on a form established and approved for such use, and submitted to the Executive Director, who shall ensure that expense reimbursement requests correspond with prior voted Board approvals and are in proper order. Expense reimbursement requests which are not in compliance with 840 CMR and the Board’s Supplemental Travel Regulations shall be returned to the traveler with an explanation of non-compliance.
B. Expense reimbursement requests submitted by the Director shall be further reviewed by the Retirement Coordinator in accordance with section A.
C. Expense Reimbursements shall appear on the Board’s regular agenda and be voted in open session.
Notwithstanding the provisions of 840 CMR 2.04(2), where expense payments of a traveler are to be reimbursed by the Board to a third party under 840 CMR 2.13, or expenses are to be reimbursed to the Board by a third party, or where a delay in obtaining required proper documentation of expenses occurs through no fault of the traveler, or in any circumstance where the documentation required for reimbursement under 840 CMR 2.00 is not readily available or attainable, the Board may reasonably extend the time for submission of documents required for reimbursement, and such delay shall not be considered a violation for the purposes of 840 CMR 2.14.