EASFAA members traveling on EASFAA business (Council business, committee business, training, etc) are entitled to reimbursement of necessary and documented travel expenses according to EASFAA Reimbursement Guidelines.
EASFAA members, or those eligible for regular membership in EASFAA are not entitled to travel expense reimbursement for participation in the Annual Conference. Participation in the Annual Conference by EASFAA aid professionals is considered a professional responsibility.
Non-EASFAA members who are not eligible for regular membership in EASFAA are entitled to reimbursement of necessary and documented travel expenses for approved participation in official EASFAA activities.
Procedures:
Because of the travel expense involved in all EASFAA activities, committee chairs should schedule meetings, events, workshops, etc. in ways that minimize travel costs. For example, use conference calls, schedule meetings centrally so people can drive rather than fly, schedule meetings in areas where more than one participant lives so travel and hotel costs are minimized, schedule meetings well in advance in order to take advantage of low air fares, etc.
Travel costs are reimbursed as stated in the EASFAA Reimbursement Guidelines.
EASFAA does not cover expenses for Regional Council members which are normally covered by a member's institution, such as travel to the Annual Conference and NASFAA. EASFAA does reimburse the current President for all relevant expenses to attend the annual NASFAA conference.
The Treasurer is responsible for distributing travel expense reimbursement vouchers and copies of the Guidelines to all members of the Council and committee chairs. Extra copies should be given to committee chairs for distribution to committee members.
All requests for reimbursement are to be submitted to committee chairs for counter-signature and to the Treasurer for payment. Committee chairs are responsible to see that only legitimate and documented expenses are claimed.
Reimbursement policies are to be explained in writing to people being asked to serve EASFAA with travel costs reimbursed.
All airline tickets (for Executive Board and Committee Meetings) must be arranged through the EASFAA travel agent. The President and chairpersons can waive this requirement if it creates a problem. Without prior approval, airline costs will not be reimbursed.
The reimbursement rate for mileage will be the current federal rate as published in the IRS guidelines.
Within budgetary constraints, those traveling on EASFAA business are entitled to a single room at no additional charge.
