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Home > Accreditation > For Site Visitors > Site Visitor Expense Report and Instructions TRAVEL REGULATIONS
NASPAA SITE VISIT TEAM MEMBERS You, as a member of the Site Visit Team, have a number of responsibilities in connection with travel. These responsibilities are no less important than your responsibilities for carrying out your Site Visit Team assignment. In all cases, you are expected to exercise the same care in incurring expenses during the site visit that a prudent person would exercise if traveling on personal business. AUTHORIZATION Your authorization to travel as a member of a Site Visit Team to evaluate a degree program will be a letter from the Chairperson of COPRA. The program to be visited will be identified along with the dates for the visit as well as the other members of the team. A Team Chairperson will be appointed by the Commission on Peer Review and Accreditation. TRAVEL BY COMMON CARRIER Tickets. The responsibility for purchasing the air travel ticket rests with each individual member of the Site Visit Team. Class of Travel: Air Accommodations. All team members will use coach air travel accommodations. If first class air accommodation is used, the individual Site Visit Team member will be personally responsible for the difference between coach fare and first class fare. Rail Accommodations. You are authorized a first class seat for day-time travel. TRANSPORTATION TO AND FROM THE CARRIER TERMINAL Reimbursement will be allowed for taxicabs and for limousine fares (plus tip of 15%) to, from, and between common carrier terminals. Please provide receipts. TRAVEL BY PRIVATELY OWNED AUTOMOBILE If you drive a privately owned automobile, reimbursement will be allowed at the rate of $ 0.585 (IRS 2008) per mile based on either standard highway map distances or your odometer reading. If you base your mileage on your odometer reading, you must show the reading at point of origin and destination. You will be reimbursed for highway, bridge, and tunnel tolls, ferry fares and parking fees if they are itemized and receipts are submitted with your travel voucher. Travel by privately owned automobile is not to exceed cost by common carrier. LODGING/MEALS In the interest of keeping the Site Visit Team costs reasonable, NASPAA has adopted the following guidelines for lodging and meals: 1. The program head arranges hotel accommodations for each Site Visit Team member and so notifies them. (Since many universities have arrangements with local hotels, the program head may be able to take advantage of available discounts and will know the hotel costs in advance.) 2. Receipts will be required for reimbursement of meal expenses. Copies of all receipts will be sent to the program institution for billing purposes. You are expected to exercise the same care in incurring meal expenses during the site visit that a prudent person would exercise if traveling on personal business. 3. Incidental expenses up to $10 in total, including lights meals or snacks, do not require receipts--but you still need to report and itemize them on the expense form.4. In following NASPAA practices, NASPAA will not process reimbursement requests for alcoholic beverages (except table wine with dinner) 5. A few public state universities must follow per diem rules with respect to expenses for campus visitors. Your program host should inform you if this is the case for your visit, but if you are in doubt, please ask your host. In that case, you will not be able to claim for more than their maximum for hotel and meals. Please contact NASPAA if any problems arise in this regard. Please complete the attached travel expense voucher and forward, with all receipts (copies are acceptable), to the NASPAA office within one week of the end of the site visit: NASPAA Commission on Peer Review and Accreditation 1029 Vermont Ave, NW, Suite 1100 Washington, DC 20005 Attn: Site visit receipts When all expense vouchers are received from the team, your reimbursement checks will be mailed, and the school will be billed for the total cost of the site visit-- so your team members are depending on you submitting your receipts in a timely manner! Any reimbursement requests received more than 60 days after the visit will not be honored.
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National Association of Schools of Public Affairs and Administration 1029 Vermont Avenue, NW, Suite 1100, Washington, DC 20005 Phone: 202.628.8965 Fax: 202.626.4978 Email NASPAA www.naspaa.org |
