TRAVEL POLICY

The Foundation travel policy states: "All travel shall be subject to authorization and approval by the Board of Directors. Travel expenses while in official travel status shall be allowed as follows:

(1) Public Transportation shall be utilized if feasible. For air travel, less than first class shall be used, if available. Under justifiable circumstances and for expediency, the Executive Director may authorize other travel means including chartered aircraft.
(2) Official travel in privately owned vehicles shall be reimbursed at a rate equivalent to the rates paid by the Federal Government.
(3) The per diem allowance for absence from the Purchase area (for more than 10 hours) shall be allowed at the rate of per diem meal allowances, plus actual lodging (see item 6). A day shall be divided into quarters and reimbursement for meal allowance shall not exceed one quarter of the rate for each six hour period or any fraction thereof.
(4) The per diem allowance for an absence from an employee workstation for not less than ten hours, shall be authorized at the current Federal Government rates, per quarter of a day.
(5) Other necessary expenses may be authorized and approved for reimbursement at the actual level. Such expenses may include taxicab, parking, toll, telephone, service charge, and other similar expenses. Any exceptions must be approved by the Executive Director in advance of travel event.
(6) Reimbursement for lodging shall be at actual cost of required lodging. The Foundation limits lodging reimbursement to current Federal Government reimbursement rates based on travel destination. Travel costs are allowable for expenses for transportation, lodging, subsistence, and related items incurred by employees who are in travel status on official business. These costs may be charged on an actual basis; on a per diem or mileage basis in lieu of actual costs incurred; or a combination of the two. Provided the method used is applied to an entire trip and results in charges consistent with those normally allowed in like circumstances in Foundation sponsored activities.

Each staff person or board member seeking reimbursement shall submit a travel voucher to the Foundation office on conclusion of the travel event. These travel vouchers are then submitted to the Executive Director for written approval.

Allowable costs to be claimed on a travel voucher for approved travel within the Jackson Purchase Area are as follows:

 A travel voucher form shall be used when filing for reimbursement of expenses for travel.

All travel expense shall be calculated from the place of work unless the Executive Director authorizes a variance. An example of such variance would be where mileage from an employee or Board member's residence is in the best interest of the Foundation.

Policies Governing Board Travel To Conferences

Board members will be eligible to attend conferences at Foundation expense only if they have participation in at least two-thirds of the Board meetings for the previous 12 months; or two-thirds of the meetings since the effective date of their appointment to the Board, if they have been members of the Board less than one year. Board members meeting these criteria may be eligible to attend one out-of-state conference and one in-state conference at Foundation expense. Exceptions to this policy may be granted by the Executive Director and Board President when determined to be in the best interest of the Foundation.

Board members that carry designated responsibility for the Foundation such as the Executive Committee, Committee chairmen or other Board members designated by the Board, may attend any additional conference authorized by the Board of Directors. That designated member will arrange transportation to and from conferences by the most efficient and economical means available. Any Board or staff wishing to travel by means other than the above, must have approval of the Executive Director for reimbursement.

Allowable costs to be claimed on a travel voucher for travel outside the Jackson Purchase area are as follows:

Travel Policies Synopsis
    1. All out-of-area travel must be approved by the Board of Directors, with as much advance notice as possible.
    2. All travel plans in and out of our area should be focused on general Foundation activities, and other staff should have the opportunity to gain any utility from the trip.
  1. 3. Review our Travel Policies to insure full payment of your expenses. If it is necessary to have extraordinary reporting travel costs on a voucher, discuss this with the Executive Director.
  2. 4.  In coordination of out-of-area trips, one car will be used whenever possible. On any trip exceeding a 200 mile distance, involving two or more staff members, for an appointment before noon, overnight travel to the meeting is the standard. Any such travel where an appointment is concluded before 4:30 p.m., return that night is the standard, however, no trip exceeding 200 miles must be completed in the same 24-hour period.
    3.
GENERAL TRAVEL PROCEDURES

DO NOT DRINK AND DRIVE!

Travel

All travel arrangements shall be subject to authorization and approval by the Board of Directors prior to the date of departure. Exceptions can be made only with the approval of the Executive Director and President.

All staff is encouraged to use USDA vehicles when possible. However, in the event you must use your own vehicle, mileage will be reimbursed at the federally approved rate. A voucher must be completed indicating number of miles and cost to receive reimbursement.

Registration Fees

Registration fees are an allowable cost according to Foundation Travel Policies. Whenever possible, these costs should be indicated in the travel request so that they may be paid in advance.

Hotel Reservations

Reservations may be confirmed by a Foundation credit card. However, if your travel plans change, be careful not to let the guarantee lapse. You will be responsible for the payment if you do not cancel your reservation in the event of travel plan changes. The "government rate" must be requested and obtained when possible

Car Rental

Although it is customary to use office vehicles when traveling out-of-area, it may be more feasible to use a rental car. For example, when a group of board members are traveling together to two separate locations and it is determined both will need access to a car, it may be more economical to travel together in a car and rent a car once you reach your destination.

When possible, prior approval of the Executive Director is needed to rent a car. Your plan to use a rental car should be indicated, as mode of travel in advance to the authorized trip. Arrangements for acquiring the rental car should be made through the Executive Director.

Air Accommodations

All air flight arrangements must have prior approval of the Board and should be made through the Executive Director.