Travel Expenses
A. Travel by Motor Vehicle
Carpooling or other methods of cost sharing by members is strongly encouraged when attending any business of the Association. If carpooling is not possible and travel is necessary, the rental of a vehicle may be preferable to the use of a personal vehicle (based on the Association’s travel grid for mileage claims). The costs should be examined to determine whether the cost of a rental vehicle and gas is more or less expensive than a mileage claim for the same trip. If a rental vehicle is lower in cost, it is the preferred option.
If a claim for mileage is submitted to the Association:
- the mileage claimed between communities shall be based on the travel grid appearing at www.cba.org/;
- reimbursement for the use of a claimant’s personal vehicle shall be at the rate of $0.56/km, or any other rate approved by Council, to a maximum of the lowest fare on a commercial airline or other form of commercial travel for the same trip;
- an expense claim for the rental of a vehicle for the same event shall not be accepted (and vice versa).
B. Travel by Air
Travel by air will only be reimbursed at the lowest airfare rate.
If a claimant uses personal travel points or any other travel reward package plan to obtain air travel for the purpose of approved Association activities, he or she shall not be reimbursed.
When air travel is used, any vehicle rental for the same event will be reimbursed only to the amount of reasonable taxi or shuttle expenses.
Reimbursement for travel between a claimant’s place of residence and the airport, and between the destination airport and the event location shall not exceed the cost of a taxi between these two points.
C. Other Methods of Travel
Reimbursement for reasonable travel expenses by other means of transportation will be made at cost, provided receipts are supplied and subject to a maximum of the lowest airfare rate or the cost of travel by motor vehicle, whichever is lesser.
D. Accommodations
Room charges and applicable taxes shall be reimbursed to a maximum of the standard room rate of the hotel selected by the organizers of the event, or, if no hotels are selected or multiple hotels are selected, the lowest standard rate of the hotel closest to the event.
Overnight lodging expenses shall be reimbursed only in the following circumstances:
- between April 1 and September 30, the claimant cannot arrive home by 10:00 p.m.;
- between October 1 and March 31, the claimant cannot arrive home by 8:00 p.m.; or
- the claimant cannot leave his or her residence on or after 8:00 a.m. and arrive at the destination in time for the commencement of the event.
When claiming reimbursement for overnight lodging expenses, a claimant may claim an amount for incidental expenses, such as telephone calls, to a maximum of $5/day.
E. Meals
Meals shall be reimbursed at the following rates:
- Breakfast: $15 with receipts (inclusive of tax and tip)
- Lunch: $20 with receipts (inclusive of tax and tip)
- Dinner: $45 with receipts (inclusive of tax and tip)