Can project staff or volunteers be reimbursed for travel expenses?

Yes. Community Partners requires that all project employees be reimbursed for work-related
travel that is outside of normal daily commuting. Volunteers may be reimbursed for project-related travel at the discretion of the project leader.

Local travel for project business: 
Expenses eligible for reimbursement include those incurred through use of personal cars or public transportation for project business locally (mileage, parking, and necessary tolls) in excess of normal commuting costs. For mileage reimbursements, please submit a NetSuite Expense report. Mileage is reimbursed at the current IRS-prescribed rate.

Non-reimbursable expenses include gas receipts, the cost of auto insurance, tows, mechanical repair, or the deductible portion of an insured collision or theft loss. In addition, Community Partners does not cover the cost of a rental car while a personal car is under repair.

Parking tickets and the cost of traffic violation summonses are personal expenses and are also not reimbursable.

Long-distance travel for project business: 

Many of the costs associated with long-distance travel are reimbursable. Community Partners requires that these reimbursements be reasonable, directly relate to project business, and adhere to the following guidelines:

1. Approval – Business travel (excluding in-town mileage and related expenses) and attendance at out-of-town meetings, seminars, and conferences must receive prior approval from the employee’s supervisor or the project leader. Mileage for business-related travel is reimbursed at the rate published by the IRS. Employees and volunteers may elect to drive to an out-of-town meeting but mileage reimbursement and parking may not exceed the cost of airfare and airport transportation.
   
   
2. Ground Transportation – Cost-effective ride-sharing services, taxis or shuttles may be used between the airport and hotel. Rental cars may be used when needed to conduct business.  Additional auto insurance should be purchased as part of the rental.
   
   
3. Air Travel – Round-trip air travel between the airport most convenient to the traveler’s home or place of work and the business travel destination should be booked as early as possible in order to secure the lowest available fare. Unless otherwise approved, travelers are expected to select reasonably-priced, coach class fares.
   
   
4. Hotel – Employees are expected to select reasonably-priced hotels. When traveling to attend a conference, travelers are expected to stay at hotels where the conference has a pre-arranged discount or at a hotel of equal or lesser cost. Travelers are booked or reimbursed for standard single-occupancy rooms. No in-lieu-of-accommodation fees are paid to employees who choose to stay with friends or relatives. Charges to a room for mini-bar, videos/pay-per-view movies, dry cleaning, use of health club, and other personal items or expenses are the responsibility of the employee and are not reimbursed. When feasible, food and beverages should be purchased at restaurants or snack bars in lieu of room service.
   
   
5. Tips – Reasonable cost of tips are reimbursed.
   
   
6. Meals – Travelers are reimbursed for the reasonable cost of meals associated with business meetings (in-town and out-of-town). If traveling for a conference or seminar, travelers are reimbursed only for meals not provided through the conference or seminar.
   
   
7. Reimbursements – Receipts must be submitted for all reimbursements. When a receipt is not possible (such as for tips) the costs may be detailed on the expense reimbursement request.
   
   
8. Business Purpose – When submitting reimbursements for project-related trips, please include documentation of the business purpose (i.e. conference agenda or material.)