Winchester Retirement Board Travel Regulations

Regulations accepted by the board and approved by PERAC

Approved 11/18/2025

1. Air Travel Routing Criterion.
   When required, air travel shall be at the economy/coach rate, with preference given to nonstop service and reasonable departure and arrival times.  Travelers may choose to upgrade to business or first class; however, all additional costs incurred from such upgrades shall be the sole responsibility of the traveler.  Fees associated with baggage and related travel costs are eligible for reimbursement. (840 CMR 2.06(2))
2. Rental Car Usage.
   Standard grade rental vehicles, defined as intermediate or full-sized cars, from a national rental agency are authorized for use.  Travelers may upgrade their rental vehicle at their own expense, except in cases where two or more Board approved travelers share a vehicle and the upgrade results in a net savings to the system.  Rentals at a weekly rate are permitted when the weekly rate is less than the daily rate, or when a promotional rental rate includes an upgraded vehicle at a lower cost than a standard grade rental. (840 CMR 2.06(8))
3. Personal Motor Vehicle Usage.
   Travelers using their personal motor vehicle for Board authorized travel shall be reimbursed at the mileage rate established annually by the Internal Revenue Service for business travel.  Parking fees and toll charges are also reimbursable, provided proper documentation is submitted. (840 CMR 2.06(8))
4. Maximum Daily Reimbursement for Meals.
   The maximum daily reimbursement for meals while on Board authorized travel is based on the State’s reimbursement amount https://www.mass.gov/doc/red-book/download.  The Board may approve reimbursement in excess of this amount for travel to high-cost locations.  All meal reimbursement requests must comply with 840 CMR 2.00 and be accompanied by original, itemized receipts, that include the date and location of purchase. Meals provided by the conference sponsor are not eligible for reimbursement.  Exceptions may be requested due to religious or medical/dietary restrictions. (840 CMR 2.08)
5. Lodging.
   Where lodging is required, reimbursement will cover the night prior to the start of the conference and each night of the conference, including the final night.  Lodging shall be for standard accommodations either provided by the conference organizers or arranged by the traveler.  Travelers may upgrade accommodations at their own expense.  Reimbursable lodging costs include mandatory charges for resort fees, internet accessibility fees (wi-fi), parking and other related charges.  Recreational expenses such as golfing, spa services, cabanas, pool or beach chair rentals are not reimbursable. (840 CMR 2.07)
6. Expense Reimbursement Process.
   To ensure compliance with 840 CMR 2.00 and the Board’s Supplemental Travel Regulations, all expense reimbursement requests must be properly documented and certified by the traveler before submission to the Retirement Administrator. The Retirement Administrator will verify that the requests align with prior Board approvals and are in proper order. Noncompliant requests will be returned to the traveler with an explanation. The Ex-Officio will review the Retirement Administrator's submission to confirm compliance. If additional documentation is needed, they will assist in obtaining it. All payments must be reviewed and approved by the Board prior to distribution. (840 CMR 2.04)
7. Compliance with 840 CMR 2.04(2).
   In cases where reimbursement is made to a third party under 840 CMR 2.13, or when delays in obtaining required proper documentation occur through no fault of the traveler, or when documentation is not readily available, the Board may reasonably extend the submission deadline.  Such delays will not be considered violations under 840 CMR 2.14.
8. Periodic Reviews.
   The Board shall review its Supplemental Travel Regulation and reimbursement procedures to ensure compliance with 840 CMR 2.00 and any applicable rules and regulations promulgated by PERAC.