OHIO UPMA TRAVEL POLICY

Ohio UPMA Travel Policy

The intent of this policy is to ensure that the officers and members of the Ohio chapter traveling on Ohio UPMA business will be reimbursed for expenditures with no personal financial gain.  Hotel points and airline miles are not considered as personal gain.  The purpose of this policy is to provide guidance to those responsible for authorizing and accounting of UPMA expenditures and property, and to provide for the routine review of such expenditures and procedures. The Travel Policy shall only be amended by a 2/3 vote of the Executive Committee.  Ohio UPMA Members are expected to travel in the most cost-efficient method, to include carpooling and sharing rooms, when possible, to reduce expenses. 
 
Reimbursements to attend the following events may be paid by Ohio UPMA to the officers or representatives of the Ohio Chapter of UPMA provided they have been issued a travel order showing authorized travel points and places.  Attendance is required at all pertinent meetings, training sessions, and general sessions. 

UPMA National Convention 
Ohio Chapter Convention 
CAOS or other officer training
CMR training 
Membership training
Ohio UPMA Executive Committee meetings

Approved expenses can include hotel/lodging for the number of nights listed by the event, travel by POV, air or public transportation, airport parking, shuttles, event registration fees, baggage fees, or other necessary identified expenses.  Ohio Executive Committee members may also receive per diem and active Ohio UPMA Executive Committee members may also be compensated an Executive fee in specific situations.

1. Mileage for POV:  If driving over 300 miles one way, you must provide a travel comparison form comparing mileage and airfare costs. The member will be reimbursed for the lower of the two.  Any mileage over 50 miles will need a MapQuest or similar attached to the expense report.  Mileage will be reimbursed at the rate established by the USPS for mileage.  Any side trips or unauthorized stops will not be reimbursed.
2. Airfare/public transportation:  You must travel on UPMA business at the most economical rate available at the time of ticket purchase after having performed a thorough cost comparison of suitable flights across multiple airlines before finalizing your booking.  If this is not done you risk not being reimbursed the full amount for any excessive costs.  The President must approve any airfare over $600 before purchase.  Purchase of airline tickets will be made at least 30 days in advance when possible.  Airline tickets purchased less than 30 days in advance need approval of the President.  
3. Airport parking:  Parking fees at the airport for the duration of the event.  Lowest cost or economy parking facility must be utilized.  If less costly than airport parking, a cab, Uber or shuttle to and from the airport should be used.   
4. Baggage fees:  Fee for one checked bag for any trip longer than 3 days. 
5. Hotel/lodging: Lodging for the number of nights listed by the event at the host hotel and at the established UPMA block room rate.  Pre and/or post night accommodations will not be included in the hotel/lodging reimbursement.
6. Cab/Uber/shuttle:  Transportation between the airport and event location at the least expensive available option.
7. Registration:  Registration fees at the early registration cost.  If registering late at a higher fee the difference will not be reimbursed. 

Ohio UPMA Executive Committee 
The Ohio Executive Committee officers may be eligible to receive an executive fee and per diem. 

 
Executive fee:  An executive fee of $285.00 may be paid to an active Ohio UPMA committee member while on a travel order for Ohio UPMA to compensate for any missed salary resulting from the use of annual leave or leave without pay (LWOP) per weekday, excluding holidays.  Payment of this executive fee requires attendance at all pertinent meetings, training sessions, and general sessions.  
Per Diem: May be paid to any Ohio UPMA Executive Committee officer while on a travel order.  Eligibility requires full attendance at all pertinent meetings, training sessions, and general sessions.  Per diem can be claimed at a rate of $60.00 for a full day of travel, less $20.00 per hotel or event provided meals.

Chapter Member Representation

Upon request for representation that requires travel, the Chapter Member Representative will contact the CMR Chair to determine if a closer CMR is available.  If not, the CMR Chair will determine which travel expenses are approved.  Any travel exceeding 100 miles round trip requires pre-approval by the president and a travel order. 

REIMBURSEMENT OF TRAVEL EXPENSES

An Ohio UPMA Expense report must be submitted to the Secretary-Treasurer within 60 days of the expenditure.  The Secretary-Treasurer will first review the submission and then forward it to the President for an approval signature. Once signed, the President will return the approved expense voucher to the Secretary-Treasurer, who will then issue the payment to the submitting member.

The following is required to receive reimbursement for authorized travel expenses:

1. The Ohio UPMA Expense Report – All receipts must be attached to the expense report.  Expense items must be clearly identified and must represent monies actually expended on official business on behalf of the Association.  Expenses must be detailed.  Expenses paid with a UPMA credit card should not be included on your voucher.  Vouchers submitted more than 60 days after the expense must have an explanation for tardiness attached and submitted through the Secretary-Treasurer to the Executive Committee for approval.  Vouchers over one year old will be denied.   
2. UPMA Travel Order – A Travel Order will be issued by the secretary-treasurer on behalf of the president listing the person(s) authorized to travel on UPMA business including the points and places authorized to travel to and between.  No travel costs will be reimbursed without a travel order (excluding CMR under 100 miles round trip).  A copy of your travel order(s) must be attached to the expense report. 
3. Mileage reimbursement for travel by POV - The submitted Ohio UPMA expense report must include a MapQuest or similar program for mileage of distances over 50 miles one way. 
4. UPMA Travel Comparison form - If driving over 300 miles one way, you must provide a travel comparison form comparing mileage expenses and airfare expenses. The member will be reimbursed for the lower of the two.  The comparison form must be included with the expense report. 
5. Executive fee (if applicable) - If claiming the Executive Fee (active executive committee officers only) a copy of the approved PS Form 3971 must be included with the expense report.
6. Per Diem (if applicable) - Ohio UPMA Executive Committee officers while on a travel order may receive per diem.  The per diem rate is $60.00 for a full day of travel, less $20.00 per hotel or event provided meals. 

Any member who receives paid or reimbursed travel expenses is ineligible to receive any stipend offered by Ohio UPMA to members for attendance at an event.

 In the event that Ohio UPMA prepays an expense for an executive committee member and that member fails to attend the event, the member is responsible for repaying those funds to Ohio UPMA.  Full payment is expected within thirty (30) days. However, the committee member may appeal this action to the executive committee within that same thirty-day period.  Failure to remit payment will result in the officer losing their status as an officer in good standing. In such cases, the individual will be asked to step down from the Ohio UPMA Executive Committee, subject to review by the remaining committee members.