Adopted: October 1999
Amended: 1999, 2002, 2003, 2005, 2014
Reviewed 2014 by the Treasurer
Purpose: To provide equity between volunteer committees and lower barriers to volunteer service.
Every effort should be made to book air travel as soon as the necessity for a trip is determined, or 21 days (14 days for shuttles) in advance. Reimbursement for airline travel purchased less than 21 days (14 days for shuttles) in advance must be approved by the COO or CFO. Travel should be booked at the economy rate, unless approved by the COO or CFO.
a. We strongly recommend that air travel bookings go through the UUA’s travel agency: Protravel International. By using the agency, travelers will be able to charge expenses directly to budgets, and changes and cancellations can be accommodated.
b. If air travel is not booked through Protravel International, the date the flight was booked should be reported on the Travel & Expense Report form or staff Amex reimbursement report.
Personal car usage is reimbursable at the current IRS rate ($0.56/mile for 2014). When one chooses to drive to a meeting, reimbursement will be made at the lower of the mileage reimbursement rate or lowest available airfare.
Employees whose normal work assignments require occasional travel can obtain temporary advances in an amount equivalent to predicable out-of-pocket expenses. These advances must be repaid at the time Expense Reports are submitted. Staff members are required to account in full for any outstanding temporary travel advance before applying for an additional advance.
Board and committee expenditures, including travel, are not reimbursable when that committee has exceeded its budget, unless express permission is received in advance from the Treasurer, the COO, the Moderator, or the Chair of the Finance Committee.
Only expenses related to volunteer service are reimbursable from the Unitarian Universalist Association (UUA) Budget. If a board or committee member incurs expenses for non-meeting activities (such as extra hotel nights related to non-committee related business prior to or following a meeting) these expenses will not be reimbursed. If these costs are directly billed to the UUA (such as hotel nights prior to General Assembly) the individual will be required to reimburse the UUA for such expenses within 30 days.
An advance for meeting-related travel will be authorized by the Treasurer in cases of economic necessity.
For more information contact access @ uua.org.
This work is made possible by the generosity of individual donors and congregations.
Please consider making a donation today.
Last updated on Monday, November 24, 2014.
Sidebar Content, Page Navigation
More Ways to Search
Expense Reimbursement Form (PDF)
Expense Reimbursement Form (Excel)
Travel and Expense Guidelines (PDF)
Donate to Support This Program and the Ongoing Work of the UUA
Read or subscribe to UUA.org Updates for the latest additions to our site.
Learn more about the Beliefs & Principles of Unitarian Universalism, or read our online magazine, UU World, for features on today's Unitarian Universalists. Visit an online UU church, or find a congregation near you.