Article 4 Expenses and Travel 2020
Article 4 Expenses and Travel[edit]
Out of State Travel[edit]
Any out of state travel paid by Local 315 should have prior Executive Board approval. When possible, this should be done at regular scheduled Board/Council meetings. In the absence of a meeting, a telephone poll of the Executive Board shall be conducted using Local 315’s telephone poll form TP-3/97.
Meal Allowance more than 50 miles[edit]
All persons traveling more than 50 miles from their normal workplace and on Local Union business as authorized by the Local President are entitled to receive meal allowances at the current government rate for each day traveled. For partial days, meal allowances will only be paid for mealtimes spent in traveling and as approved by the Local President.
No Meal Allowance 50 miles or less[edit]
No meal allowances shall be paid for Local Union business performed within 50 miles of a normal workplace unless specifically authorized by the Local President.
Mileage[edit]
All persons using their personal automobiles for Local Union purposes shall be reimbursed at the current rate per mile allowable by the IRS for actual miles driven, and as authorized by the Local President.
Amounts reimbursable for use of automobiles in lieu of airfare shall be limited to comparable amounts of airfare (plus destination taxi fares or automobile rental costs, if applicable). Only drivers of automobiles shall be reimbursed for mileage and not any passengers. Reimbursement for automobile trips in personal automobiles shall not exceed the expense of a comparable rental vehicle.
Travel Frugality[edit]
Means of transportation shall be at the most economical and practical methods for the Local Union and shall be approved in advance of travel by the Local President. Every effort will be made to purchase discounted fares in advance. Expenses for Saturday night stay overs will not be approved unless it is documented that the additional cost of hotels, meals, etc. will save the Union money.
Documentation of Reimbursements[edit]
All reimbursable expenses shall be documented on an expense report with full explanations of all expenditures together with supporting receipts.
Dual Convenience[edit]
Each person traveling on Local Union business and as authorized by the Local President shall attempt to travel at times most suitable and convenient for the travelers and for the Local Union. The amount of travel time necessary depends on times, places and dates of meetings or Union functions, and means and availabilities of transportation.
Meeting Completion for Reimbursement[edit]
Members attending conferences, seminars, conventions or meetings shall not be compensated or reimbursed unless all sessions of business are attended until adjournment unless excused by the Local President or his/her designee.
Credit Cards[edit]
All Local Union credit cards are to be used exclusively for Union expenses. NO charges will be allowed for personal expenses.
Advances[edit]
No travel monies, except for the approved food allowance at the current government rate will be advanced to anyone. Airport taxi to and from will be reimbursed with proper receipt. Tips for hotel bellmen, airport porter and maid service will be reimbursed.
Records[edit]
All travel and expense records will become property of the Local and will remain filed with the Local Office for a minimum of seven years after which said files may be purged with approval of the Executive Board.