Travel Regulations
Framingham Retirement Board
Originally Approved 5/26/10
Amended and Approved 12/21/2015
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 additional costs associated with such upgrade shall be the responsibility of the traveler. Fees for baggage and related costs shall be reimbursed. (840 CMR 2.06 (2))
2. Rental Car Usage.
Use of standard grade rentals 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 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. (840 CMR 2.06(4))
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 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. (840 CMR 2.06(8))
4. Maximum Daily Reimbursement for Meals.
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 810 CMR 2.00 and be submitted with original, itemized receipts, setting forth the date and place [of] purchase. Meals will not [be] reimbursed if included as part of the conference agenda. (840 CMR 2.08). Exceptions may be requested due to religious or medical/dietary restrictions.
5. Authorization for Board Issued Credit Cards.
The Board is authorized to establish one credit/debit account for use by the retirement office staff to facilitate arrangement for travel, lodging and other related expenses. (840 CMR 2.11)
6. Lodging.
Where lodging is required, reimbursement will include the night prior to the commencement of the conference and each night of the conference, including the night of the last day of the conference. Reimbursement for lodging shall be for "standard" accommodations as provided by the conference organizers, or as 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 so-called "resort fees'', internet accessibility fees, parking and related lodging fees. (840 CMR 2.07)
7. Expense Reimbursement Process.
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 tri-level review as follows: (840 CMR 2.04)
A. Expense reimbursement requests shall be properly documented and certified by the traveler, and submitted to the Assistant Director. The Assistant Director shall ensure that the expense reimbursement requests correspond with prior Board approvals and are in proper order for submission to the Director. Expense reimbursement requests which are not in compliance shall be returned to the traveler with an explanation of noncompliance and shall be adjusted.
B. The Director/Chairperson or Vice Chairperson shall review the submission of expense reimbursement requests to ensure compliance with 840 CMR 2.00 and the Board's Supplemental Travel Regulations. Where expense reimbursement requests are in compliance, the Director/Chairperson or Vice Chairperson shall process payment for reimbursement. If the Director/Chairperson or Vice Chairperson determines that additional information or documentation is required, the Director/Chairperson or Vice Chairperson 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 shall be adjusted.
C. Prior to distribution, all payments of expense reimbursement requests shall be reviewed and approved by the Board.
8. 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.
9. Periodic Reviews.
In July of each year, 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.