RCEN Travel Policy

TRUST - increase the amount of discretion and latitude for RCEN travelers and managers to act in a fair and reasonable manner

FLEXIBILITY - create an environment where management’s decisions best accommodate the RCEN travelers' needs and interests and operational requirements in the determination of travel arrangements

RESPECT - create a sensitive, supportive travel environment and processes which respect RCEN travelers' needs

VALUING PEOPLE - recognize RCEN travelers in a professional manner while supporting them, their families, their health and safety in the travel context

TRANSPARENCY - ensure consistent, fair and equitable application of the policy and its practices

Authority and Responsibility

Travelers must verify that planned travel is eligible for reimbursement before making travel arrangements.  Upon completion of the travel, the RCEN travelers must submit a Travel Expense Claim (after a maximum of 90 days) and supporting documentation to obtain expense reimbursement including all original receipts and boarding passes.

In the instance where it is not possible for an RCEN delegate to pay for services, meals, accommodation or travel and await reimbursement, the RCEN will review such situations on a case by case basis to determine an appropriate alternate solution .

The National Caucus Coordinator or the staff in charge is responsible for reviewing the travel expenses for compliance with this travel policy and for providing proper payment authorization.  Staff in charge are required to review expenditures, and in cases where there is reason to believe the expenditures may be inappropriate or extravagant, withhold reimbursement. The Executive Director or Finance Committee may also review reimbursements and question expenditures at any time. Only the Executive Director with the advice of the Financial Coordinator can decide how to respond with an alternate solution. In the event of such decision is not to the satisfaction of the person, she or he can present the case to the Financial Committee that will make a final decision on the claim.

Cancellations & Refunds

Arrangements for all charges related to cancellation and refund associated with approved travel, are the responsibility of the traveler. All fees associated with cancellation are to be billed to the designated project, contract or traveler.

Direct Billing

In the case of travel related to contract consultations, direct billing of lodging to the RCEN is highly discouraged, and RCEN travelers should pay their own hotel bill and submit their receipts as part of their travel expense claim. Direct billing has a greater potential to disconnect the costs associated with an individual traveler and the documentation of the costs associated with proving the business purpose of the travel.  This is particularly important when justifying expenses for sponsored projects – where federal regulations greatly discourage direct billing.  It is also important, for auditing purposes, to demonstrate that the traveler being reimbursed was only reimbursed once for expenses incurred on a trip, or in the case of direct billing to a hotel, that the traveler was in fact NOT reimbursed.

Direct billing for individual lodging can be appropriate during internal events and in any circumstances must be in accordance with the RCEN travel policy. The expense claim must include an itemized hotel bill, and must be accompanied by an Exception Form signed by the Director or Coordinators in charge of the event.

Reimbursements to individuals will not be made prior to the completion of travel.

Registration & Conference Fees

Registration fees for a meeting or conference for which attendance has been approved should be billed directly to an account through the RCEN’s financial system.  Registration fees paid directly by an individual will not be reimbursed until the conference is completed and a proof of attendance is submitted with all other original receipts

Visas & Passports

Fees for visas, passports, and inoculations are allowable when they are a specific and a necessary condition of fulfilling a work assignment on behalf of the RCEN and included in the contract that the expenses is related. The traveler needs prior approval from the Caucus Coordinator in order to be reimbursed for the expense. 

Airfares

All RCEN-approved air travel must be at the most reasonable and economical rate. All travelers should opt for the most economical airfare, including non-refundable and penalty fares, the most economical air travel should take precedence. RCEN will not reimburse the equivalent regular amount of an airplane ticket that has been booked on air carrier reward points.

Travelers should book well in advance (at least 21 days) in order to secure the lowest fares.  In addition, travelers are encouraged to select special or promotional flights that may require significant advanced booking. All booking after 21 days needs formal approval by the Caucus Coordinator and the Financial Coordinator in order to be fully reimbursed. No travel in first class will be reimbursed.

Alternative Travel

The RCEN will reimburse the cost of alternative travel, which shall not exceed the cost of the most economical airfare.

Delegates may use their private vehicle for business purposes, when cheaper than renting a car, taking a taxi, or using alternative public transportation.

While in transit by private vehicle: meal, parking, mileage, toll, taxi, and ferry costs may be reimbursed. Such costs shall not exceed in total the cost of airfare/public transportation, based on the lowest of the regular fares available from a standard commercial carrier.

Extended Weekend Stays

Because of the significant cost savings associated with airline reservations that include a Saturday night stay, RCEN travelers are allowed to extend business trips over a Saturday when such a decision is cost-effective.  To monitor this procedure, travelers must receive prior authorization from the appropriate person and must include a calculation of net savings with any request for reimbursement.  The calculation should include the difference in airfare, and the incremental reimbursable expenses accumulated that result from the extra days stayed.