Travel and Mileage Reimbursement Policy

Johnson County Friends Feeding Friends                                                      TRAVEL AND MILEAGE REIMBURSEMENT POLICY

  1.  It is the policy of Johnson County Friends Feeding Friends (JC-FFF) to provide reimbursement for employees and volunteer board members for pre-approved travel related expenses, including transportation, hotels, and food. These expenses must be reasonable and necessary, as well as job-related, and must be pre-approved in writing by the JC-FFF Board President.
  2. JC-FFF will only reimburse for pre-approved travel related expenses when the employee provides documentation of the expense with receipts from purchases or other verifiable documentation. For out-of-area travel, JC-FFF will reimburse all pre-approved travel related actual costs, such as hotel accommodations, transportation to and from the destination, including airline, train or bus tickets, taxicab fares, meals and gratuities etc. [optional: A per diem amount limited to the federally approved per diem limits will be provided to employees for any overnight business travel. Employees and volunteers should travel at the lowest available airfare to accommodate the purpose of the business trip.
  3. Employees seeking reimbursement must complete the Travel Reimbursement Request form. The form must be fully and accurately completed, and submitted to the JC-FFF Board President. All receipts should be scanned/attached and submitted with the form.
  4. JC-FFF will reimburse employees for the use of their personal automobile in accordance with the federally approved mileage rate for business use of personal vehicles. For local travel, use of a JC-FFF vehicle shall be prioritized.  If a JC-FFF vehicle is not available, employees may use their own vehicle for business purposes within reasonable distances. JC-FFF does not reimburse employees for home to work and work to home travel.  In addition, mileage will not be reimbursed when travel is of a personal nature.  Mileage reimbursement will be calculated and included in employees timesheets.  

 

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