In order to be reimbursed, all travel must be approved in advance by the RIC/AFT Executive Committee. Receipts must be submitted to the RIC/AFT Treasurer for reimbursement, which will come by check and may take several weeks (longer in summer or over winter break).

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Hotels

Travelers are entitled to single-occupancy hotel rooms and to book a hotel in a location proximate to the event or conference. If the event or conference has officially-designated hotels, these are approved locations and travelers do not need to seek out cheaper accommodations. If the conference provides hotel rooms as part of the registration fee or if the rooms are comped, alternative accommodations and local travel from alternative accommodations will not be covered. However, hotel costs above the normal rate for the area will be subject to review and, if not in an officially-designated hotel, a lower rate may be reimbursed.

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Transportation

Reasonable airfare and train costs will be reimbursed, including baggage fees for one checked bag. While we do not require the use of a travel agent or preapproval of flight costs, please make every effort to book a flight with reasonable costs, including booking in advance and balancing cost and convenience. When traveling to destinations served by trains, please consider a train option if it is less expensive and the travel time is reasonable.

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Mileage reimbursement is permissible if you wish to drive to your destination. Mileage is reimbursed based on state guidelines as of the time of travel. We calculate mileage based on RIC as a starting location, unless your starting location is closer to your destination and then we ask that you use your real starting location. If you are driving, we do reimburse for necessary parking fees. If the cost of mileage and parking  would exceed the cost of flying or taking a train, we will reimburse up to the cost of the reasonable public transit option but not more.

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Once at the location, reasonable local transportation costs (e.g. bus, subway, or taxi fares) can be reimbursed so long as these are necessary for attendance at the event and not for personal recreational purposes.

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Meals

Rather than submitting receipts for meals, all travelers are entitled to a per diem consistent with RI state policy. If the conference or event includes some meals, these should be deducted from the per diem. In usual situations, such as the need to hold a group meeting at the event, reimbursement of a specific cost can be requested. Alcohol is not excluded from reimbursement in such instances.

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Other Costs

As a labor organization, we encourage the paying of gratuities and tips. For meals, these should be included in the per diem. For local transit (e.g. taxis) these should appear on the receipt. For hotel staff, you may request reimbursement of up to $5 a day in gratuities, but must certify on the honor system that you paid these gratuities.

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All registration fees for approved travel are subject to reimbursement.

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Costs not covered by this policy need to be specifically approved for reimbursement.