CAMPEP Travel Reimbursement Policy

GENERAL:

Travel for the conduct of CAMPEP activities will be reimbursed. All travel must be approved in advance by the Chairman, Treasurer, or Board of Directors. Travel to the RSNA, ASTRO, or AAPM Annual Meeting will not be reimbursed unless it is approved in advance by the Board of Directors. Foreign travel (other than Canada and the United States) must be approved by the Board of Directors.

Per diem and lodging will be reimbursed only for time spent on CAMPEP business; i.e., for a one day meeting per diem will be paid for the day of the meeting and if necessary for the evening before, lodging will be reimbursed for the night before the meeting and if necessary for the night of the meeting. Hotel, meal and travel costs for companion are not reimbursable.

PER DIEM:

CAMPEP will reimburse actual expenses not to exceed a total of $75.00 per day per person.

Charges for laundry, valet, movies, or similar expenses are the responsibility of the traveler.

TRAVEL:

Car travel will be reimbursed at $0.55 per mile. Travel by car including incurred lodging and per diem expenses will be reimbursed up to but not exceeding the cost of coach/economy air fare.

Rental car costs require written justification and comparison with the expected cost that would be incurred from taxi or shuttle service.

Excursion or otherwise reduced air fares should be obtained whenever possible. Air travel within the United States will be reimbursed for coach/economy fare. Trans-oceanic flights outside of North America will be reimbursed for business class fare. A la carte airline fees such as early seat assignment, upgrades within coach/economy class, checked baggage fees are reimbursable but should be kept at a reasonable level. Charges for travel changes made for the traveler’s convenience are the responsibility of the traveler.

LODGING:

Comfortable, moderately priced hotels are preferred.

TELEPHONE:

Telephone charges for CAMPEP business and "safe arrival" calls will be paid.

GRATUITIES:

Gratuities are reimbursable, but should be kept at a reasonable level.

EMERGENCIES:

In event travel becomes ill or has emergency at home, CAMPEP will reimburse expenses for immediate return home. Assistance with the return trip may be requested from CAMPEP.

MISCELLANEOUS:

Miscellaneous expenses related to CAMPEP travel (i.e., purchase of health care insurance to travel abroad) require written justification and prior approval by the Chairman or Treasurer.

REIMBURSEMENT REVIEW:

Travel and adherence to the above policy will be reviewed by and travel reimbursement approved by the Treasurer or his/her delegate.

RECEIPTS:

Airplane , hotel, meals, taxi fares above $25.00 and car rental receipts must be attached to the reimbursement request. **Boarding Passes are not required**

EMAIL your completed reimbursement along with receipts to Jackie Ogburn at jackie@campep.org

Download Travel Reimbursement Form