Approved Date 07/30/2024
Travel by board members and staff shall be specific to conferences and training directly related to matters associated with the responsibility of efficiently and accurately administering the Methuen Retirement System.
Authorization for Travel
All requests for travel by board members and staff shall be discussed, prior to travel, during a board meeting. The meeting minutes shall reflect the board vote.
At the meeting following the attendance of any conference or training, each individual attendee shall make a brief statement regarding the relevant issues discussed at the training or conference. These reflections shall be indicated in the meeting minutes.
The Board Administrator is authorized to approve spontaneous local travel for other staff that may arise without prior authorization of the board.
Travel and Lodging Arrangements
After approval, travel and lodging accommodation shall be arranged by each individual. Reimbursement is prohibited for lodging included in the registration fee.
Transportation
Travel methods utilized must be at the most cost-effective rate. The use of rental vehicles is prohibited.
Meals
Meal reimbursement shall be made only for meetings, conferences or training for business purposes which are associated with the responsibility of efficiently and accurately administering the Methuen Retirement System.
The rate of meal reimbursement shall be determined by the U.S. General Services Administration (GSA) and shall be at the rate specific to the location of the event. Reimbursement is prohibited for meals included in the registration fee. Reimbursement for meal expenses for others and alcohol is prohibited.
Other Reimbursable and Non-Reimbursable Expenses
Other non-reimbursable expenses include, but are not limited to, room service, laundry, movies, phone, internet, fines, and violations.
Cash Advances
Cash advances are prohibited.
Board Credit Cards
The board may issue a credit card to the Board Administrator with the statement being sent to the location of the Methuen Retirement System. All expenses shall be recorded monthly as incurred and paid. The balance shall be paid in full each billing period. Personal use is prohibited.
Payments or Reimbursements for Expenses by Third Parties
All board members and staff must adhere to the State Ethics Commission’s guidance on ethics and conflict of interest laws for public employers.
Personal Travel Combined with Board Related Travel
No expenses shall be reimbursed for anyone other than a board member or staff.
Required Documentation for Reimbursement
A travel authorization form shall be submitted by each individual after the travel. The form must include a signed statement by the traveler certifying the expenses incurred. Attached to this authorization shall be (a) the agenda for the conference or training, (b) the map indicating the miles traveled from the address of the Methuen Retirement System to the location of the conference or training venue, (c) receipts, and (d) proof of payment made by the attendee.
Violation of These Guidelines or Board Travel Regulations
Violators shall be subject to removal pursuant to 840 CMR.