Cur Travel/ Volunteer Policy
All persons traveling on behalf of CUR must clear their status regarding eligibility for reimbursement with the National Office prior to incurring expenses. Approval must be received from the National Office prior to the rental of any vehicle. If prior approval is not obtained for rental cars, CUR will NOT reimburse for this expense. Air travel reservations must be made 3 weeks prior to date of travel and receipts/ expense forms submitted to the National Office no later than 30 days after meeting/institute. CUR reserves the right to withhold reimbursement if receipts/expense forms are not received to the National Office within 30 days after the institute/meeting occurs.
*Allowable reimbursable expenses are as follows:
- Economy Airfare (economy only)
- Meals (max daily allowance $61/day)
- Mileage (rate .575)
**For detailed information about allowable expenses, including restrictions/mileage reimbursement rates/maximum meal reimbursement allowances, please refer to our current travel reimbursement policy guidelines which can be downloaded here.
*Non-Reimbursable Expenses are as follows:
- Spouse or guest expenses
- Dry cleaning, laundry
- Valet service
- Phone charges
*Expenses Requiring Prior Approval as follows:
- Airfare exceeding $500
- Rental vehicles
- Supplies/Office Materials
- All other Items not Explicitly Stated above
If a circumstance arises that is not specifically covered in this travel policy, approval should be requested from the CUR National Office prior to incurring expenses. Occasionally it may be necessary for travelers to request exceptions to this travel policy. Requests for exceptions to the policy must be made in writing and approved by the CUR National Office.
Within 30 days of travel, the traveler must submit an Expense/Travel Reimbursement Request form to the CUR National Office with the appropriate supporting documentation (copies accepted) to obtain reimbursement. Expense/Travel Reimbursement Request forms not submitted within this time frame require exception approval from the CUR National Office, and may not be reimbursed.
Travel expense reimbursements requests must be documented on the CUR Expense/Travel Reimbursement Request form which can be downloaded here
. The form must be returned with itemized
receipts attached via email to email@example.com
, fax to 202-783-4811 or mail to 734 15th St NW, Suite 550, Washington, DC, 20005.
Coordinators of CUR meetings must make this policy known to all facilitators and others requesting reimbursement. CUR will not incur additional costs for those not notified of these policies.
Travel support is not available for CUR Councilors or Committee Members to attend the Councilor's Annual Meeting, National Conference or CUR Dialogues meetings. All attendees must pay registration fees for these conferences.
Eboard Member travel to Winter Meeting:
CUR will pay for half of the travel expense (mileage reimbursement rate is $.575).
CUR will pay for meal expenses (when taking meals on your own, CUR will reimburse up to $30 per day if itemized receipts are turned in to CUR).
CUR pays all the hotel expense at double occupancy rate (should a member request a single room, (S)he will be billed half the cost of the room rate per night).
All Eboard Members must use the CUR Expense/Travel Reimbursement Request form, even if not requesting a reimbursement (on the form is a space to tell us who has covered the expenses). All Eboard Members are asked to request support from their home institutions to attend CUR meetings. Where necessary or useful we will be happy to provide an invoice for the local costs and/or a letter of thanks for the support and for your service to the Dean and/or President.
To reiterate: Expense/Travel Reimbursement Request forms, downloadable from the CUR website, are required for all persons who have prior CUR authorization to be reimbursed for their travel. In order to receive reimbursement the form and receipts must be received by the National Office no later than 30 days after the meeting has ended.