(effective July 1, 2013)
The following policies shall apply to CAEP payment of approved travel expenses, for CAEP staff, members and volunteers serving on governance board and committees, accreditation commissions and council, site visitor teams, consultants, contractors and sub-contractors (“Travelers”). Participants in grant-funded meetings may be subject to additional policies of grantors including but not limited to federal government grants. These policies shall apply whether CAEP pays for the expenses or a third-party directly pays the expenses, directly bills CAEP, or directly reimburses the Travelers. Educator preparation providers hosting an accreditation visit may require CAEP site visitors to follow additional reimbursement procedures or policies as needed.
CAEP will provide Travelers with reimbursement for pre-approved expenses incurred during travel to and from and while attending a CAEP meeting, conference, or activity. The pre-approved expenses include ground transportation (taxi, airport parking, tolls, baggage fees), meals, lodging (if applicable), and tips. Travelers should submit a reimbursement report no later than three weeks (21 days) after the conclusion of the event or activity. Payment for reimbursement request submitted after three weeks (21 days) will be at the discretion of CAEP finance office. All original receipts (or scanned copies if submitting electronically) must be included for any expense above $10 for reimbursement. Travelers are asked to use the CAEP reimbursement request form and to submit the form via mail (addressed to CAEP Finance) or electronically at firstname.lastname@example.org.
Disbursements to Travelers are normally made by CAEP Finance within ten (10) business days upon receipt of the completed reimbursement request form at either CAEP DC office or at email@example.com.
Air and Ground Transportation
All CAEP Travelers must arrange air transportation through CAEP's travel agency of record or CAEP-approved online booking tool. Any exception requires approval in advance from CAEP's staff contact for the event or activity.
CAEP requires, when logistically possible, that Travelers take advantage of reduced fares by booking at least 14 days in advance and preferably 21 days in advance.
- Although flights may be available to leave immediately after a meeting, event, or site visit, a later flight may be significantly less expensive. Travelers may be asked to consider altering their itineraries to minimize costs.
- CAEP recognizes that personal emergencies or schedule conflicts sometimes require a change in itineraries. In such an event, Travelers are asked to contact appropriate CAEP's staff for approval prior to making changes. Any other personal preference for changes of itineraries, resulting in higher airfares or fees, are the sole responsibility of the Travelers.
- In the event that air transportation is unavailable or impractical, reimbursement will be made for train fare or automobile travel at the per-mile rate as recommended by Federal and IRS guidelines. Lodging and meal expenses during automobile or train travel are reimbursable.
- In the event air or other public transportation is available and practical, but Travelers elect to drive, reimbursement will be provided at the per-mile rate as recommended by Federal and IRS guidelines up to the would-be cost of a round-trip airfare. Other driving related expenses such as rental cabs, meals, and lodging during the trip are the responsibility of Travelers. Travelers must contact CAEP Finance at least 14 days before departure for approval and pricing of comparable airfare.
- Costs of travel by taxi or other local transportation will be reimbursed when accompanied by appropriate documentation (receipt, or note, if receipt is unavailable). Unusual or excessive charges must be explained.
Lodging and Meals
CAEP will have hotels direct billed to CAEP when possible. Hotel bills must be signed to indicate the Traveler’s approval of charges. If the Traveler pays for lodging and meals, a paid hotel bill must be included with request for reimbursement.
CAEP follows the per diem rates as recommended by certain Federal and IRS guidelines, which may be subject to change at the discretion of CAEP Finance. Meals will be reimbursed only at actual cost up to the established limits. At certain CAEP meetings and events where meals are provided, reimbursement will not be made for meals consumed elsewhere.
Expenses That Will Not Be Reimbursed
Personal expenses incurred during a CAEP hotel stay are the Traveler's sole responsibility and must be paid at time of check-out from the hotel, even when the main charges are direct-billed to CAEP or a third-party. Expenses such as bar bills, newspapers, telephone calls unrelated to CAEP business other than reasonable ‘safe arrival’ calls, movie charges, dry cleaning or laundry, hotel spa or health club fees, and gift shop charges.
Childcare or dependent-care, house-sitting, and pet boarding expenses during the Traveler’s absence while on CAEP travel are the Traveler's sole responsibility. Fees to obtain or renew a passport are also the Traveler’s sole responsibility.