Middlesex County Retirement Board Travel Regulations

Regulations accepted by the board and approved by PERAC

Amended as of July 1, 2024

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 premier, business, first class or similar; however, all additional costs associated with such upgrade shall be the responsibility of the traveler.  Baggage fees, taxes, security fees and related costs shall be reimbursed.
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 standard grade rental daily rate for the period of authorized travel.  Rental at a special or promotional rate which includes a vehicle upgrade at a lesser rental rate than standard grade is authorized.
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.
4. Maximum Daily Reimbursement for Meals.  The maximum daily reimbursement for the cost of meals while on Board authorized travel shall be $150.00.  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 itemized receipts, setting forth the date and place of purchase. 
5. Authorization for Board Issued Credit Card.  The Board is authorized to establish a credit card account pursuant to 840 CMR 15.05 for use by staff to facilitate payment of Board related expenses, including, but not limited to, travel and lodging.
6. Lodging.  Where lodging is required, reimbursement will include the night prior to the commencement of the conference and each evening 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 otherwise made by the traveler.  Reimbursement will include mandatory fees charged for all hotel guests for certain guest amenities, including internet access, wi-fi, newspapers, towel services, use of hotel safe, pool and gym.  Fees for golfing, spa services, cabanas, pool or beach chairs, and similar are excluded from reimbursement.  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 reimbursements 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:
   
   a) Expense reimbursement requests shall be properly documented and certified by the traveler, and submitted to the Board Secretary.  The Board Secretary shall ensure that expense reimbursement requests correspond with prior Board approvals and are in proper order for submission to the Assistant Executive Director. 
   
   b) The System’s Assistant Executive Director 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 Assistant Executive Director shall commence the payment process.  If the Assistant Executive Director determines that additional information or documentation is required, the Assistant Executive Director shall assist in obtaining the necessary information or documentation. 
   
   c) Prior to distribution, all payments of expense reimbursement requests shall be reviewed and approved by the Chief Administrative Officer.  In the event the Chief Administrative Officer is the individual requesting reimbursement, the Chairman of the Board will review and approve the reimbursement request prior to payment.
   
   d) Expense reimbursement requests which are not in compliance shall be returned to the traveler with an explanation of non-compliance and shall be adjusted.  Partial payment of expense reimbursement requests are allowed to the extent that proper documentation supports such payment and is in compliance with 840 CMR 2.00 and the Supplemental Travel Regulations.
8. 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. 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.