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Travel Costs Defined

Travel costs are defined as expenses for transportation, lodging, and per diem incurred by NEHA affiliates traveling on official NEHA-related business. To be reimbursable, the travel must be pre-approved by an authorized NEHA employee.

All variances to this policy should be pre-approved by an authorized NEHA employee.

Expenses for guests, spouses, or family members are not reimbursable.

Process for Requesting Travel, Receiving Approval, and Submitting Expenses

Requesting Travel and Receiving Approval

You will be provided a travel expense request excel form by an authorized NEHA employee. 

You are responsible for completing the 鈥淭ravel Budget: Estimated Costs for Approval鈥� side of the travel expense request excel form as thoroughly and accurately as possible. Once complete, return this form to the NEHA employee for approval. 

You must receive approval before booking travel. The NEHA employee will inform you when the travel request is approved. The NEHA employee will return the travel expense request form to you with the relevant approval sections filled out. 

W9 and ACH Forms

You will also be asked to complete W9 and ACH payment forms. 

The completed W9 form serves as proof of legitimacy and is required as part of NEHA鈥檚 internal controls and audit process for managing federal funds. Expense reimbursements are non-taxable.

The completed ACH Authorization form allows NEHA to reimburse you via bank transfer. 

Submitting Expenses

Reimbursement requests must be submitted within 10 days after travel is complete.
Complete the 鈥淭ravel Budget: Actual Costs for Reimbursement鈥� portion of the travel request excel form by inputting the actual total of each of your allowable travel expenses. 
In addition to the completed travel request form, you must provide detailed lodging/airfare/parking/transit receipts for each expense (except those covered by per diem). All receipts should be bundled into a single PDF document when submitted for reimbursement.

• If you are being reimbursed for per diem, you must provide documentation of the amounts from the .
• If you are being reimbursed mileage, you must provide documentation of the mileage from a maps app/website.

If you do not have access to a receipt, the NEHA employee will provide you with a missing receipt form. You must complete this form and include it with your reimbursement materials. 

You must submit all of your completed reimbursement materials via email to invoices@neha.org within 10 days of completing travel. This email must include your:

• Completed travel request excel form,
• PDF file containing all receipts,
• Documentation of per diem rates from the GSA website,
• Completed W9, and
• Completed ACH form.

It may take up to 30 days for NEHA to process and provide reimbursement.

Exceptions

In cases where reimbursement is needed sooner than the standard times, please notify the NEHA employee to determine if an exception can be made.

Lodging

Lodging choices should:

• Consider the safety of the area and proximity to the meeting location, and
• Be based on the lowest rate offered by the hotel. 

While hotel loyalty program points may be accrued, hotel selection should be based on price, productivity, and safety. Lodging above $300/night must be approved in advance. 
Reimbursement is provided for room and tax. If performing work for NEHA internet access is reimbursable with advance approval. All other incidental room expenses are not reimbursable. 

You should not book 鈥減ay in advance鈥� rates as they are typically non-refundable.

Per Diem, Meals/Food, and Alcohol

Per Diem

The per diem rate is defined as the allowance for meals and incidental expenses. You will be reimbursed at the standard federal per diem rate set by the General Services Administration: . Tax and tips are included as part of the per diem rate.

The per diem rate for the first and last calendar day of travel is calculated at 75% (unless you are scheduled to travel for more than 24 hours).

The actual cost basis of meals and incidental expenses will not be reimbursed for more than the applicable federal per diem rate.

Incidental Expenses

Incidental expenses are defined as fees and tips given to porters, baggage carriers, and hotel staff.

Meals/Food

Individual meals/food are not reimbursable. Only the meal per diem rates found on the can be paid. 
Per federal guidelines, if your trip includes meals that are already paid for (i.e., through a conference registration fee, included in the hotel room rate, or part of a meeting) those meals need to be deducted from your per diem request. Breakdown follows: .

Alcohol

Alcohol is not reimbursable. 

E.  Airfare

Airfare costs should not exceed that of basic unrestricted economy class on a commercial airline. Exceptions may be granted for circuitous routing, or if travel during unreasonable hours is required. If the cost of airfare exceeds $750, it must also be pre-approved. Exceptions must be approved in advance by an authorized NEHA employee. While you may accrue airline loyalty program points, airline selection should be based on cost and event logistics. 

Reimbursement is offered for the cost of airfare and applicable taxes. Airline baggage fees are reimbursable for only one (1) bag per each leg of a trip. In-flight Internet access is reimbursable if doing work for NEHA en route.

Priority seating/early boarding/seat changes, upgrades, and extra fees are not reimbursable.

Fees related to overweight baggage are not reimbursable.

Use of Automobile or Train In lieu of Air Travel

Travel by train or automobile must be pre-approved by the authorized NEHA employee.

If traveling by automobile or train, you must provide documentation showing the cost comparison of 

• the most economical airfare available 21 days prior to the departure date versus 
• the actual cost of the other mode of transportation. 

Reimbursement will be limited to the lower amount. 

Mileage will be reimbursed at the current IRS standard mileage rate for privately owned automobiles. If traveling by automobile, a map from Google Maps or a similar application must be submitted with departure/arrival destination addresses to verify mileage. 

Mileage to/from the hotel and work site is reimbursable. Parking at the hotel or work site is reimbursable. 

Lodging costs incurred from traveling by automobile or train are not reimbursable. Costs for fuel are not reimbursable.

Ground Transportation

Rental Car

Rental cars should be used only when their use is economically justified and no other reasonable option exists that is possible or practical. The use of a rental car must be pre-approved and only when reasonably priced.

Cab/Shuttles

NEHA will provide reimbursement for shuttle services and taxis as well as any applicable taxes and fees. Tips for shuttle services and taxis are reimbursable up to 20% maximum. Shuttle/taxi sharing with co-workers is encouraged to minimize costs.

Tolls/Mass Transit

Tolls and mass transit tickets are reimbursable.

Use of Personal Automobile to/from Home Airport

Personal automobile travel to/from home airport is reimbursable. A map from Google Maps, MapQuest, or another map application must be submitted with departure/arrival destination addresses to verify mileage. 

If using ground transportation such as cabs and shuttles to/from home airport, the cost must be less than or comparable to the mileage and airport parking for personal automobile travel.

If you do not own or have access to a personal automobile, the cost of ground transportation to/from the home airport is reimbursable.

Airport Parking

Parking at the home airport is reimbursable. You should park in an economy lot unless no shuttles are available.

Miscellaneous Expenses

Ordinary and necessary miscellaneous expenses related to travel are reimbursable with pre-approval by the authorized NEHA employee. Such expenses may include postage, shipping costs, express mail charges, etc. If you are requesting reimbursement for shipping and mailing, include a brief description of the item sent and the name of the recipient.

Risk of Non-Reimbursement in the Event of Cancellation

Reimbursement submissions for nonrefundable expenses will be considered on a case-by-case basis in the event that you become unable to travel to the destination, but travel expenditures have already been made. In these cases, reimbursement must be approved by the NEHA Executive Director or Associate Executive Director.