1. All reimbursements paid from the MSCSA budget must be approved by the Fiscal Committee.

2. Anyone being reimbursed for travel shall have prior travel authorization. The Treasurer and/or Executive Director shall have the authority approve or deny authorizations as per the financial policies and needs of the association. The official MSCSA travel authorization form shall be signed by the Treasurer or the Executive Director.

3. Submissions for reimbursement are due to the MSCSA office no later than thirty (30) days after the month in which the expense was incurred. All submissions must be made on an official MSCSA reimbursement form. Mileage reimbursement for vehicles shall be granted at seven (7) cents less than the IRS Rate, when a state owned vehicle is not utilized. Reimbursement may be claimed by Governing Council and Platform Committee members, staff, and association members who have received prior authorization to conduct official MSCSA business. This includes travel to meetings, hearings, campuses, and conferences that are in the state of Minnesota. Officers are eligible to receive travel reimbursement to the state office while conducting official MSCSA business.


4. Any employee or member of MSCSA that is eligible for reimbursement and who intends to use his/her own vehicle for the MSCSA related use or purposes, must carry statutory prescribed minimum automobile liability and have a valid driver’s license. Proof of these documents must be furnished to the designated staff member prior to the disbursement of the reimbursement check. The Treasurer or Executive Director shall have the right to periodically verify driving information (i.e. valid driver's license and proof of insurance) for all members claiming mileage reimbursement. This verification shall occur at least four times a year and members shall be notified about such a request at least two weeks prior to fiscal committee meeting.

5. Meals, excluding alcohol, may be claimed when an individual is required to be in travel status.

a. Breakfast reimbursements totaling less than or equal to $8 (not including tax or gratuity) may be claimed if the individual leaves home before 6:00 a.m. or is away from home overnight.

b. Lunch reimbursements totaling less than or equal to $10 (not including tax or gratuity) may be claimed if the individual is in travel status between the hours of 11:00 a.m. and 3:00 p.m.

c. Dinner reimbursements totaling less than or equal to $17 (not including tax or gratuity) may be claimed if the individual cannot return home until after 7:00 p.m. or is away from home overnight.

d. All meals being reimbursed (including national travel) shall not exceed $35 per day, not including tax or gratuity. Gratuities are reimbursable expenses; however, any/all gratuities shall not exceed fifteen percent (15%) of the actual meal expense amount – up to the maximum allowed in accordance with the Financial Policies.

e. Receipts are required for each meal expense reimbursement requested except for national travel or travel advances approved by the GC. All expenses shall be documented by an itemized receipt that includes the date, time, and vendor. Incidental expenses (i.e. bus, parking meter, subways) must be documented by an itemized affidavit.

6. Hotel and motel accommodations are covered, but arrangements for individuals traveling on behalf of the MSCSA shall lie with the Treasurer, or the Executive Director. In all cases, direct billing for hotel and airfare shall be sought. No personal telephone or room charges shall be paid.

a. Lodging may be provided if the individual would need to leave before 6:00 a.m. to arrive to their destination on time or if they cannot arrive back home by midnight.

b. Lodging may be provided if the individual would be required to drive more than 10 hours in one 24 hour period in order to meet their MSCSA business obligations.

c. Lodging may be provided based on extenuating circumstances, at the discretion of the Treasurer and Executive Director.

7. Travel advances shall include monies for transportation and out of state meals. All travel advances paid from the MSCSA budget shall be pre-approved by a two-thirds (2/3) roll call vote of the GA or GC.