Executive Board Travel and Reimbursement Policy


 NASIG covers travel expenses incurred by members of the Executive Board for its Fall, Winter, and Annual Conference Meetings.

The following criteria apply to all travel:

Transportation
NASIG reimburses up to the cost of a thirty-day advance-purchase airfare in coach class.

NASIG reimburses for automobile mileage at the current federal rate up to the cost of a thirty-day advance-purchase airfare in coach class.

Train and bus fare will be reimbursed up to the cost of a thirty-day advance-purchase airfare in coach class.

Lodging
The President or Treasurer will decide how lodging expenses will be handled for each meeting. In most cases, covered hotel expenses are charged to a master account. Covered hotel expenses typically include nightly room charges but not hotel incidental charges.

Board Sponsored Meals
All board-sponsored meals are covered by NASIG. At some venues, the President or Treasurer will establish a maximum amount per person, and individual Board members cover anything in excess of that amount. Guests are welcome, and they will pay the Treasurer for the full cost of their meal.

Other Meals and Daily Incidental Expenses
Expenses incurred during the time period between the beginning of travel to the meeting and the end of travel from the meeting will be reimbursed up to the federal per diem amount for the city (www.gsa.gov).

Miscellaneous Expenses
Ground transportation, parking, and tolls incurred during travel to Executive Board meetings will be reimbursed. Other travel expenses may be eligible for reimbursement upon application to the NASIG Treasurer.

Receipts
Receipts for all expenses must be presented along with the travel reimbursement form.

Statute of Limitations
Reimbursement requests must be received within 30 days of the completion of travel.

Each meeting has specific policies:
Winter Board Meeting (January): The Executive Board usually meets for a full day during the month of January. This may be on the Thursday before the start of ALA Midwinter, or at another location as determined by the NASIG Executive Board. Factors in making a decision on location include the number of Board members attending ALA Midwinter, the timing of the Midwinter meeting, and the geographic location of a majority of the Board members. If the meeting is at the ALA Midwinter location, NASIG will not cover transportation for Executive Board members who register for the ALA Midwinter conference. Executive Board members who register for exhibit-only passes will be reimbursed for transportation. NASIG covers all board-sponsored meals for this meeting and two hotel nights, excluding incidental hotel charges. The President and Treasurer will decide the maximum amount for hotel reimbursements, based on the price of a mid-range ALA conference hotel. If the meeting is at another location, NASIG covers two nights’ lodging (excluding incidental hotel charges), all board-sponsored meals, and transportation to and from the meeting site.

Fall Board Meeting (October or November): The Executive Board meets at the site of the upcoming annual conference for one or two full days. NASIG covers lodging at the conference hotel (excluding incidental hotel charges), all board-sponsored meals, and transportation to and from the meeting site.

Annual Conference (usually May or June): Executive Board members usually arrive two days before the start of the annual conference. NASIG covers the cost of the additional nights at the conference hotel (excluding incidental hotel charges), and board-sponsored meals prior to the conference opening. NASIG does not pay for Board member travel to the conference or for conference registration.

The President or Treasurer must approve all exceptions to this policy. The President or Treasurer has the authority to reject excessive reimbursement requests.

This policy, adopted 09/25/2006, codifies existing practice. Reviewed 4/27/11. Updated 12/17/2012