WIPA International Board Travel Protocol & Regulations
These regulations are for International Board Members. The form on this page must be submitted and approved in order to proceed with proposed travel. Travel will then be pre-approved or denied in writing. Expenses must be submitted within thirty (30) days of travel dates in order to be reimbursed. Approval is from International President, Vice President and Treasurer (or combination).
Specifics: Protocol, Regulations & Rules
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Travel from starting location – Traveler is authorized to park in airport economy parking, or round trip Uber, which ever costs less. Traveler will be responsible for carrying out this determination. (Hint: long trips may result in Uber being more cost eﬀective than economy parking)
Mileage – Traveler is entitled to up to $0.56/mile gasoline reimbursement from one starting location, to the airport, and return to one destination.
Travel at Business destination – Unless Traveler chooses a hotel option that does not require certain travel legs (see regulations 5B1a and 5B1b), Traveler will be entitled to 2 round trip Uber x or similar to/from airport to hotel, and to/from hotel to business location.
Should Traveler choose diﬀerent methods of ground transportation, they will only be entitled to receive reimbursements up to the amounts intended in the language above.
Domestic Continental Travel (excludes Hawaii and Alaska)
Traveler may arrive up to one day prior to oﬃcial business, and will have access to a hotel that evening, and for the evening that oﬃcial business takes place.
Traveler can override time restrictions and take early morning or late evening flights as long as the pricing does not exceed more than $50 higher than the lowest fare available between 9am and 7pm.
Trans-ocean International Travel requires a much heavier burden of time, resources, and physical energy. Due to this, all trans-ocean international flights will include 2 additional nights of hotel on top of nights required to conduct oﬃcial business. For example, if there are 2 days in which oﬃcial business occurs, Traveler will be entitled to 4 nights hotel. Traveler can choose to decline the additional nights.
Traveler should attempt to ensure that the combined cost of hotel, airfare and per diem ($60 per day) is significantly lower by extending an international itinerary (for example an airfare savings of $1,000).
International Travel in North America and South America, and Hawaii and Alaska
South America, Alaska, and Hawaii – These flights require a significant amount of flight time and could include a significant time change (Hawaii), which requires a much heavier burden of time, resources, and physical energy, although not the same as a Trans-ocean flight. Due to this, flights in this category will include 1 additional night of hotel on top of nights required to conduct oﬃcial business. For example, if there are 2 days in which oﬃcial business occurs, Traveler will be entitled to 3 nights hotel. Traveler can choose to decline the additional night.
Lowest priced airfare option must always be booked. WIPA will not reimburse for business or first class travel.
Lowest priced airfare option must always be booked. WIPA will not reimbuQuote must be for standard economy fare, and include in the price 1 checked bag, and 1 carry on bag (unless a bag is required for trade show materials), and non-alcoholic beverage service.
Lowest priced airfare option must always be booked. WIPA will not reimbuIf traveler has status with an airline that provides a real cost benefit such as free baggage, the actual cost benefit of that status should be taken into consideration when determining the lowest priced airfare.
Lowest priced 3 star or better hotel that meet the below criteria:
Option one- Hotel must be within 5 miles of the location that is the primary purpose of the business travel, and may include one of the below exceptions.
If the business location is a Hotel, and the price with or without a hosted room block is within $50 of the lowest priced 3 star hotel inside of 5 miles, then Traveler should book at that business location hotel, at lowest available price. By choosing this option, Traveler will only be entitled to one round trip Uber x or similar from the airport, to the hotel.
If there is a hotel within Traveler approved walking distance to the business location (i.e. across the street, or 5 min walk, etc.), and the price of hotel is within $50 of the lowest priced 3 star hotel inside of 5 miles, then Traveler should book at that hotel within walking distance, at lowest available price. By choosing this option, Traveler will only be entitled to one round trip Uber x or similar from the airport, to the hotel, and must walk or provide other self-means to get to the business location.
If hotel is neither within walking distance or on-site, Traveler will be entitled to 2 round trip Uber x or similar will provide transportation to/from airport to hotel, and to/from hotel to business location.
Option two – at Travelers request, Traveler may acquire an airport hotel. Hotel will be lowest priced 3 star or better hotel that includes an airport shuttle. One round trip Uber trip to/from hotel to business location is allowed.
Any need to entertain (i.e. spend money on hospitality for WIPA VIP’s, dinners, chapter quarterly events, etc.) must be approved in writing by the board, or by the president up to the presidential limit of $1000. It is encouraged to anticipate entertainment needs before departure.
Travelers must make their reservations as far in advance as possible to ensure the lowest rate. If a date has been set for the meeting/business, and the Traveler waits until the last minute, they will only be reimbursed what the cost of the lower early booking flight would have cost.
Any fees incurred due to Traveler changing their flight, missing their flights, incurring hotel incidentals, or unapproved expenses (i.e. second checked bag, upgrade vouchers, purchased priority board or other) are to be paid for by the Traveler and are not business expenses of WIPA.
Any costs associated with delays caused by an act of god, airline cancellations due to weather or mechanical, natural disaster, or other variables outside of Traveler’s control, and are not being paid by the airline or other parties, will be paid for by WIPA to the limits established by the below regulations.
• $60 USD daily per diem
• Lowest priced 3 star hotel (airport hotel with shuttle preferred, unless one round trip Uber and non- airport hotel is more cost eﬀective)
• Other expense covered by the regulations, such as additional days of economy parking