Approved 08/26/2024.
- Air Travel Routing Criterion. (840 CMR 2.06(2))
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; however, all additional costs associated with such upgrade shall be the responsibility of the traveler. Fees for baggage and related costs shall be reimbursed. When travel is joined with personal travel, reimbursement shall exclude the additional cost of personal travel.
- Rental Car Usage. (840 CMR 2.06(4))
Use of standard grade rentals from a national rental agency is authorized. Standard grade is defined as an intermediate or full sized vehicle. Rental vehicles may be upgraded by the traveler; however, all additional costs associated with such upgrade shall be the responsibility of the traveler. An upgrade is authorized in the circumstance where two or more Board approved travelers share a rental vehicle and the cost to the System will result in a net savings. Rental at a weekly rate is authorized when such rate is less than the daily rate, or when at a special or promotional rental rate which includes a vehicle upgrade at a lesser rate than standard grade.
- Personal Motor Vehicle Usage. (840 CMR 2.06(8))
Use of a traveler’s personal motor vehicle for retirement board travel shall be reimbursed at the mileage rate established annually by the Internal Revenue Service to calculate deductible costs of operating an automobile for business purposes. Parking and toll costs shall be reimbursed subject to proper documentation.
- Maximum Daily Reimbursement for Meals. (840 CMR 2.08)
The maximum daily reimbursement for the cost of meals while on Board authorized travel shall be $125.00. 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. Meals will not be reimbursed if provided by the conference sponsor; however, exceptions may be requested due to bona fide religious or medical/dietary restrictions. Purchases of alcohol will not be reimbursed.
- Lodging. (840 CMR 2.07)
Where lodging is required, reimbursement will include the evening prior to the commencement of the scheduled event and each evening of the event, including the evening of the last day of the event. Reimbursement for lodging shall be for “standard” accommodations as provided by the event organizers, or as otherwise made by the traveler. Accommodations may be upgraded; however, all additional costs associated with such upgrade shall be the responsibility of the traveler. Reimbursements will include mandatory charges for “resort fees,” internet accessibility fees (wi-fi), parking and related lodging fees. Fees for recreational activities such as golfing, spa services, cabanas, pool or beach chairs, and similar are excluded from reimbursement.
- Expense Reimbursement Process. (840 CMR 2.04)
To ensure that expense reimbursement requests are in compliance with 840 CMR 2.00 and the Board’s Supplemental Travel Regulations, all requests shall undergo a review as follows:
A. Expense reimbursement requests shall be properly documented and certified by the traveler, utilizing the attached form, and submitted to the Executive Director. The Executive Director shall ensure that the expense reimbursement requests correspond with Board voted approvals and are in proper form for reimbursement. Expense reimbursement requests which are not in compliance shall be returned to the traveler with an explanation of noncompliance. The Chair or Vice Chair shall review the Director’s submission of expense reimbursement requests to ensure compliance with 840 CMR 2.00 and the Board’s Supplemental Travel Regulations.
B. Where expense reimbursement requests are in compliance, the Executive Director shall process payment for reimbursement. If the Executive Director/Chair or Vice Chair determines that additional information or documentation is required, the Director/Chair or Vice Chair shall assist in obtaining the necessary information or documentation. Expense reimbursement requests which are not in compliance shall be returned to the traveler with an explanation of noncompliance, and the reimbursement request shall be adjusted.
C. Prior to distribution, all payments of expense reimbursement requests shall be reviewed and approved by the Board.
- Compliance with 840 CMR 2.04(2).
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 where a delay in obtaining required proper documentation of expenses occurs through no fault of the traveler, or in any circumstance where the proper documentation required for reimbursement under 840 CMR 2.00 is not readily available, 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.
- Periodic Reviews.
From time to time, the Board shall review its Supplemental Travel Regulation and reimbursement process to ensure compliance with 840 CMR 2.00 and applicable rules and regulations promulgated by PERAC.