El Dorado Union High School District Faculty Association 

Membership Expense Reimbursement Policies 

The rules governing the control for necessary expenses for members on Association business as authorized by the
EDUHSDFA Executive Board are as follows:

1. Transportation - Requires advanced approval from the Executive Board

a. Plane: Actual, most economical coach fare (attach receipt)
b. Train, Bus, Tax/Uber/Lyft: Actual fare (attach receipt)
c. Auto:
i. Standard IRS Business Mileage Rate
ii. Mileage reimbursement will be calculated using the shortest highway route
iii. Mileage reimbursement cannot exceed the cost of coach plane fare
iv. Toll roads and bridges reimbursed at actual cost
d. Parking: Actual costs excluding valet parking (attach receipt)

2. Lodging - Requires advanced approval from the Executive Board (attach statement)
a. CTA/NEA Conferences - Half the cost of a double-occupancy hotel room. Those wishing a single room
must pay the difference except for extenuating circumstances which must be approved in advance.
b. Other travel or conference - Cost of a standard hotel room.
c. If travel by auto results in an extra night hotel room, such charge is not reimbursable.
d. Personal charges such as laundry, personal telephone calls, snacks, movies, and entertainment are not
reimbursable.

3. Meals (attach receipts)

a. Reimbursement is not allowed when a meal is provided by the local, Service Center Council, CTA or
NEA.
b. Individual meal limit is $40 including tax and tip.
c. Actual amounts paid in including tax and tip not to exceed $80.00 per any one day.
d. Receipts are required for all meal reimbursements of $10.00 or more.
e. Meals are defined as breakfast, lunch and dinner (includes beverage, dessert, tax and tip)
f. Maximum tip reimbursable percentage is 18%
g. Extra meals required by auto travel are not reimbursable

4. Other Reimbursements - Requires advanced approval from the Executive Board (attach statement)
a. Conference registration
b. Membership promotion activities
c. Meeting expenses
d. Bargaining expenses
e. Gifts

5. Deadline for filing expense report

All expense reimbursements must be filed within thirty (30) days of the end of the month in which the expenses
were incurred. An additional thirty (30) day period may be granted by the Executive Board for extenuating
circumstances set forth is an attached letter to the expense reimbursement.

No submissions will be approved older than twelve months without the approval of the Executive Board on an
exception basis due to extenuating circumstances.