Approved Date August 4, 2016
Authorization for Travel and Travel Related Expenditures
Travel and related expenses are to be approved by the Board in advance of the travel.
The purpose of the travel regulation is to provide a framework outlining the wise use of the System's resources allowing for the reimbursement of travel costs for that travel which is designed to benefit the Retirement System and its members recognizing that, by statute, in order for a Retirement Board member to maintain their eligibility for membership on the Retirement Board, they must participate in mandatory education approved by the Public Employee Retirement Administration Commission (PERAC).
The Travel Supplemental Regulations do not limit by destination the nature of travel to be allowed. Approval for out-of-state travel will be allowed on the basis of the Board's determination that such travel is beneficial to the administration of the Retirement System. Each Board Member or Staff Member traveling out-of-state approved under these regulations is to provide a written report of the training received which will be reported in the minutes of the Board meeting following the return from the approved travel.
Requests for travel by Board Members and Staff, shall be placed on a Board meeting agenda, discussed in open session and approved by a majority vote of the Members of the Board present and voting. The meeting minutes shall reflect the Board's action and the extent of the authorization.
Required Documentation for Reimbursement
Any requests for reimbursement should be completed and properly approved after incurring any travel, transportation, meal or other travel related expenses and before reimbursement takes place.
Original itemized receipts must be submitted for all expenses including transportation, lodging, and other expenses incidental to travel and MUST be submitted within 90 days after the expenses were incurred.
Receipts are required for individual expenses over $10. Travel-related expenses that are under $10 (such as gratuities) should be fully described and reimbursed based on the traveler's certification that the expenses were necessary and incidental to the approved travel.
Any travel related expenditures which have not been properly documented or approved or are not in conformity with the Board's regulations must be rejected or adjusted.
Reimbursement shall only be made to the person who actually made payment for the expense.
A reimbursement request form must be signed by the person seeking reimbursement and signed under the pains and penalties of perjury.
Travel Arrangements
The Administrator of the Retirement Board shall be responsible for making all travel arrangements and for assisting Board Members in completing authorization and reimbursement forms. When making travel arrangements, government rates or business rates will be secured where they are applicable.
The Board shall reimburse Board Members and Staff for the use of personal motor vehicles at the then existing IRS approved rate per mile and will reimburse for parking fees and toll charges incurred on approved travel.
The Board will not reimburse for fines or other expenses incurred as a result of traffic violations while on Board-approved travel. The traveler is personally responsible for such expenses.
Lodging
Reservations for accommodations shall be made in advance by the Administrator and secured with the Retirement Board's charge card. The charge card is used to secure the room and for other Board approved expenses and payment will be submitted prior to the date of travel. Records for the use of the credit card shall be maintained by the Staff for review by the Board Members at any time.
The accommodations offered by group rate will be utilized where they are offered and/or available, or with other accommodations at a comparable rate.
Telephone expenses limited to Board or business related calls and one personal call per day will be reimbursed.
Business related cost for Internet connection charges, costs for faxing and costs for necessary copying will be reimbursed.
Any additional costs incurred such as in-room movies, mini-bar charges, gym fees, entertainment or recreational expenses, laundry and dry cleaning and any payments for personal service will NOT be reimbursed.
Meals
Reimbursement for meals while on authorized travel will be made for any meal not included in travel arrangements.
Reimbursement is for Board Members and Staff only and will not exceed $75 per day.
Reimbursement for alcoholic beverages is prohibited.
Personal Travel Combined with Board Related Travel
If personal travel is combined with Board related travel, the personal portion of the trip will be clearly identified and paid for by the traveler.
Travel expenses or any other expenses incurred by a spouse, relative, friend or other individual accompanying a Board Member or Board Staff Member will be considered to be personal travel and will, in no event, be a proper expense of the Retirement Board.
Payments or Reimbursements for Expenses by Third Parties
The Board prohibits the providing to or receipt by a Board Member or Staff Member of anything of substantial value from any person, firm, partnership or other entity which may be presently doing business with the Retirement Board or any person, firm or other entity that solicits or makes referrals or which may be reasonably expected to solicit or make referrals of any client on behalf of such person, firm, partnership or other entity. The Board prohibits the providing to and receipt of anything of substantial value from such person, firm, partnership or other entity indirectly through any person, firm, association, organization or other entity.
When a Board Member or Board Staff Member participate in a legitimate speaking engagement, the Board shall pay all costs and expenses related to such speaking engagement, provided, that the Board Member or Board Staff Member complies with all of the Board's travel regulations. The Board may accept reimbursement for such travel related expenses of a Board Member or a member of the Board's Staff from the third-party, only under the following limited circumstances:
A Board Member or a member of the Board's Staff may participate in legitimate speaking engagements in connection with their positions on the Retirement Board or as a member of the Board's staff and the Board may accept reimbursement from third parties necessary to cover travel related costs for such engagements.
Acceptance of an honorarium or any other form of compensation is strictly prohibited.
To be considered a legitimate speaking engagement, the presentation must be formally scheduled on the agenda of a convention or conference.
The speaking engagement must be arranged in advance of the Board Member's or staff Member's arrival at the event.
The presentation must be before an organization that would normally have outside speakers address them at such event.
The presentation cannot be perfunctory, but should significantly contribute to the event, taking into account such factors as the length of the speech or presentation, the size of the audience, and the extent to which the speaker is providing substantive or unique information or viewpoints.
The Retirement Board can be reimbursed by a third party for expenses only to the extent necessary for making the speech or presentation.
Under no circumstances can a Board Member or Board Staff Member receive reimbursement or any other payment or compensation from a third party.