The Illinois Section
AWWA from time to time will pay for travel approved in advance for competition
in events such as Tapping, Top Ops, Meter Madness. Also the Illinois Section AWWA may authorize
in advance the reimbursement for travel
for volunteers to travel to meetings and/or seminars that will enhance their
volunteer position with the Illinois Section AWWA.
document explains the travel policy and the procedures a volunteer traveler on
official ISAWWA travel business is required to follow. The intention of the
procedures is not only to codify the ISAWWA's travel policy, but also to
simplify the making of travel arrangements and to help volunteers have a
cost-effective and trouble-free trip.
ISAWWA volunteers on official
travel are expected to be cost-conscious when spending the Section’s money and to make reasonable efforts
to reduce their travel expenses. Many of the procedures described in this
manual have cost-control as their objective.
It is understood that exceptions
to these procedures will occasionally be required due to unique circumstances. However, exceptions must be approved by the ISAWWA
Executive Directorprior to travel.
Only certain situations allow for the Section to reimburse for
travel expenses. In these certain and pre-approved situations, travel is only
reimbursed if the volunteer’s employer will not cover the travel expenses. The one overriding principle is that
volunteers are requested to minimize, within reason, the expenses incurred in
1. When air travel is reimbursable, it
shall be reimbursed at the "economy" or "coach" rates.
AWWA will reimburse for travel to the AWWA Winter Board meeting. Additional travel may reimbursement may be
budgeted for Director and / or incoming Director and is required to be
requested in advance of travel.
Procedures for those Volunteers Eligible for Reimbursement
1. Traveler's Responsibility
The traveler should submit an ISAWWA expense report to the
Executive Director within 15 working days. Original receipts for accepted air
travel, hotel, and other costs over $25 must be attached, except taxi cab receipts
must be submitted for charges over $10. A copy of the itinerary is not an
adequate substitute. The original airline ticket receipt or e-ticket receipt must
2. Reimbursement Policy
ISAWWA will reimburse expenses that are actual, reasonable, and
necessary. Airfare will be reimbursed only at the lowest (advance purchase)
rates unless the Executive Director authorizes an exception. ISAWWA is
responsible for paying all approved expenses within 10 working days after
receiving a properly completed expense report form. Failure to attach required
receipts may result in delay of processing.
3. Ground Travel
a. Personal Automobiles: Out-of- Town
If a volunteer elects to use a personal
automobile in lieu of air transportation, reimbursement will only extend to the
cost of air travel as presented elsewhere in this policy. Volunteers are
required to properly insure personal vehicles and are not covered by the
b. Ground transportation should be
utilized in the following order:
1. Use complimentary hotel shuttle when
2. Use commercial shuttle when available.
3. Use taxi with others attending the same meeting when possible.
4. Use taxi alone as last resort. All taxi charges in excess of $10 must
include a receipt.
c. Auto Rental
Rental cars may be used when it is
determined to be the most cost effective or efficient form of transportation. Pre-approval
by the Executive Director is required. The least expensive car to fulfill
business needs should be rented. Receipts must accompany all rental car
charges, including any gas or oil charges. A corporate rate discount must
always be requested. Traffic or parking violations while using a rental car on
Association business are not reimbursable. Insurance is provided through the renters
personal insurance, so rental agency collision and liability damages waiver
payments are not reimbursable expenses. Liability for any car rental remains
the responsibility of the volunteer who rents the car.
Accidents: If a traveler is involved in
an accident in a rental car, all forms required by the rental agency should be
completed. If a traveler is involved in an accident in a personal car, the cost
involved for damages or claims is the traveler's responsibility.
This constitutes the liability of the Section regarding rental
car use and no verbal, implied or written representation shall constitute a
change of this policy unless adopted by the board and reflected in these
a. Lodging arrangements for volunteers
on official ISAWWA business will be made by the individual with the
pre-approval of the Executive Director.
b. Lodging cancellations: Individuals
traveling are required to guarantee payment for all "no show"
reservations and the traveler is responsible for canceling the reservation. Any no-show charges will not be reimbursed.
3. Meals Reimbursement
a. Individuals who request
reimbursement for meal expenses while traveling on behalf of the Section will
be reimbursed the maximum amount per day based upon the U.S. General Services
Administration per diem rate schedule which can be viewed at www.gsa.gov website for the destination of travel. Receipts shall be submitted for all
a. Non-reimbursable expenses are those
that are not authorized. These include but are not limited to: in-room movies;
alcoholic beverages, earphone and movie rentals; life and additional travel
insurance beyond that routinely available through the traveler's credit card,
meals for other people, late check out fee.
Reimbursable expenses may include:
Reasonable porter services.
Tolls and parking for reimbursable personal and rental cars.
5. Entertainment is not an authorized expenditure for volunteers
on official ISAWWA business.
6. Vacations - Combined Business and Personal Trips: Only
business expenses may be reimbursed.
When an individual is attending a training event or meeting on
behalf of the Section it is requested the attendee provide a copy of the agenda
or handouts provided at the meeting in order to establish a minimum synopsis of
what was covered at the meeting. This information will be maintained by the
ISAWWA Executive Director for future use by new officers/committee chairs to
assist with transitional institutional memory. Should printed handouts not be
available, a brief (one page) written report covering the date of the meeting
and general discussion/action items discussed should be submitted. This request
would not pertain to those events where multiple representatives from the
Section are attending (i.e. Regional Officers Meeting, Summer Workshop etc…).
The Section would also encourage the participant to consider
providing an article to be included in SPLASH regarding their meeting/training
for the benefit of the entire membership, but this is not required.
Adopted by the Illinois Section Board of Directors - January 2011