Travel Reimbursement Forms and Policy

Travel Reimbursement Forms

For State Government PDF or DOC (revised 03/28/07)
For Tribal Representatives XLS or PDF (revised 07/24/06)
For Local Government and Non Profit Organizations PDF or DOC (revised 03/28/07)
For Small Business PDF or DOC (revised 02/22/07)
For Individuals Not Affiliated with an Interested Organization PDF or DOC (revised 03/28/07)

WRAP Travel Policy

General Policy.
The success of the Western Regional Air Partnership (WRAP) work is dependent upon the participation of a broad range of interests on its committees. To this end, the WRAP will provide limited travel reimbursement to individuals from selected interest groups who would be unable to participate without such assistance.

Application to Tribal and State Government Officials and Employees

Policy for WRAP members and supporting staff.
Attendance by all member tribes and states at meetings is critical to the success of the WRAP. Travel reimbursement will be available for WRAP meetings when needed.
Policy for tribal and state Government members of WRAP committees.
In order to insure maximum participation from staff of tribes and states in WRAP activities, travel reimbursement will be provided as needed. However, given the limited resources available for the WRAP's work, states and tribes are urged to cover travel whenever it is feasible and, when appropriate, to report these expenditures to the WRAP as contributions to the match requirements of the federal grant.
Reimbursable expenses.
1. Round trip airfare up to 96.5¢/mile. (Auto travel to and from meetings is reimbursable at a rate of 36¢/mile up to the cost of 14 day advance purchase airfare. Motorcycle travel is reimbursable at a rate of 27.5¢/mile.) Additional room costs necessitated by auto travel may be reimbursed as long as mileage plus room costs do not exceed allowable airfare costs.)
2. Room.
3. Transportation costs to and from meeting sites. Car rentals will be reimbursed only when there is not reasonable public or private transportation services available.
NOTE: Only the above items are reimbursable, such expenses as meals and telephone calls are not reimbursable.
Activities eligible for reimbursement.
1. WRAP meetings.
2. WRAP committee and forum meetings.
3. Special meetings approved by the WRAP Project Manager.

100% for two members from each member tribe and state for WRAP meetings.
For meetings of the Interim Communications Committee, Communications Committee, Technical Oversight Committee, Initiative Oversight Committee, International Committee, Coordination Committee, the Public Advisory Board and forums will be as follows:
1. 100% for individuals from a respective organization on distinct committee or forums.
2. 75% for the second individual from that organization on a given committee or forum.
3. 50% for additional individuals from that organization on a given committee or forum.
4. 100% for special meetings approved by the WRAP Project Manager

Procedural Requirements.
1. Individuals are responsible for making their own travel and hotel reservations.
2. Individuals shall cover their expenses and attach receipts to reimbursement forms provided by the WRAP.
3. Air reservations must be made at least 14 days in advance to be eligible for reimbursement. This requirement will be waived when meeting notices are issued less than 14 days before a meeting.
4. Individuals are urged to employ Saturday night stayovers whenever they will reduce the total cost of a trip.

Application to Individuals Representing Local or Other Non-State or Non-Federal Governmental Body.
1. Policy.
  The work of the WRAP will likely have impact on the goals of a number of non-federal or non-state governmental bodies. In that these Governmental bodies may not be able to participate in the WRAP committee process without assistance, partial reimbursement will be made available for individuals from local and other Governmental bodies.
2. Reimbursable expenses.
  1. Round trip airfare up to 96.5¢/mile. (Auto travel to and from meetings is reimbursable at a rate of 36¢/mile up to the cost of 14 day advance purchase airfare. Motorcycle travel is reimbursable at a rate of 27.5¢/mile.) Additional room costs necessitated by auto travel may be reimbursed as long as mileage plus room costs do not exceed allowable airfare costs.)
  2. Room.
  NOTE: Only the above items are reimbursable, such expenses as meals and telephone calls are not reimbursable.
3. Activities eligible for reimbursement.
  1. WRAP committee meetings.
  2. Special meetings approved by WRAP Project Manager.
4. Reimbursement rate will be 75%.
5. Procedural Requirements.
  1. Requests for eligibility for assistance must be made in advance of meetings. Requests outlining the need for assistance should be submitted to the WRAP project manager.
  2. Individuals are responsible for making their own travel and hotel reservations.
  3. Individuals shall cover their expenses and attach receipts to reimbursement forms provided by the WRAP.
  4. Air reservations must be made at least 14 days in advance to be eligible for reimbursement. This requirement will be waived when meeting notices are issued less than 14 days before a meeting.
  5. Individuals are urged to employ Saturday night stayovers whenever they will reduce the total cost of a trip.
Application to Individuals Representing Non-Profit Organizations.
1. Policy.
  A number of non-profit organizations exist for purposes related to preserving our environment. Since these organization frequently represent significant populations, it is important for them to be active participants on WRAP committees. Given the fact that many of these organizations have limited resources, partial reimbursements will be made available to representatives who could not serve on committees or attend special meetings without financial assistance.
2. Reimbursable expenses.
  1. Round trip airfare up to 96.5¢/mile. (Auto travel to and from meetings is reimbursable at a rate of 36¢/mile up to the cost of 14 day advance purchase airfare. Motorcycle travel is reimbursable at a rate of 27.5¢/mile.) Additional room costs necessitated by auto travel may be reimbursed as long as mileage plus room costs do not exceed allowable airfare costs.)
  2. Room.
  NOTE: Only the above items are reimbursable, such expenses as meals and telephone calls are not reimbursable.
3. Activities eligible for reimbursement.
  1. WRAP committee meetings.
  2. Special meetings approved by WRAP Project Manager.
4. Reimbursement rate will be 75%.
5. Procedural Requirements.
  1. Requests for edibility for assistance must be made in advance of meetings. Requests outlining the need for assistance should be submitted to the WRAP Project Manager.
  2. Individuals are responsible for making their own travel and hotel reservations.
  3. Individuals shall cover their expenses and attach receipts to reimbursement forms provided by the WRAP.
  4. Air reservations must be made at least 14 days in advance to be eligible for reimbursement. This requirement will be waived when meeting notices are issued less than 14 days before a meeting.
  5. Individuals are urged to employ Saturday night stayovers whenever they will reduce the total cost of a trip.
Application to Individuals Whose Participation Is Not Affiliated With an Interested Organization.
1. Policy.
  Certain individuals, unaffiliated with any interest group, may, based upon their experience and education, are in a position to significantly contribute to the WRAP committee process. In order to encourage the participation of such individuals, partial reimbursement for their expenses will be provided when it is necessary to insure their involvement.
2. Reimbursable expenses.
  1. Round trip airfare up to 96.5¢/mile. (Auto travel to and from meetings is reimbursable at a rate of 36¢/mile up to the cost of 14 day advance purchase airfare. Motorcycle travel is reimbursable at a rate of 27.5¢/mile.) Additional room costs necessitated by auto travel may be reimbursed as long as mileage plus room costs do not exceed allowable airfare costs.)
  2. Room.
  NOTE: Only the above items are reimbursable, such expenses as meals and telephone calls are not reimbursable.
3. Activities eligible for reimbursement.
1. Reimbursement rate will be 50%.
2. Procedural Requirements.
  1. Requests for eligibility for assistance must be made in advance of meetings. Requests outlining the need for assistance should be submitted to the WRAP Project Manager using a form approved by the WRAP.
  2. Individuals are responsible for making their own travel and hotel reservations.
  3. Individuals shall cover their expenses and attach receipts to reimbursement forms provided by the WRAP.
  4. Air reservations must be made at least 14 days in advance to be eligible for reimbursement. This requirement will be waived when meeting notices are issued less than 14 days before a meeting.
  5. Individuals are urged to employ Saturday night stayovers whenever they will reduce the total cost of a trip.

Travel Policy Amendments

Hardship Policy

The Western Regional Air Partnership Project Managers have the discretion to provide full reimbursement for travel and lodging for members, forums or standing committees, when in the judgment of the Project Managers, the Travel Policy creates an undue financial hardship on the forum or standing committee member, the member's employer or the interest group represented by the member. This hardship policy may be applied to representatives of small businesses.