Policy Council Reimbursement for Travel

Policy Number and Last Update (01.09.18e/09-2018)

The Migrant and Seasonal Head Start (MSHS) follows the Illinois State travel policies. The parents (low income families) are representing their agencies in Policy Council events or meetings, the Delegates will advance travel expenses to parents for any related activity. The purpose is to ensure that the representatives are not affected by the loss of wages they could receive on the date of the meeting. Compensation for travel expenses, babysitter and salaries will be paid in full by the Delegates, as funds have been assigned for this in their annual budget and they are allowable under the Federal Grant.

Procedures

  1. Delegates will issue a Reconciliation of Travel Expenses to parents making the trip.
    1. Hotel Expenses: Each Policy Council representative will be able to reserve one hotel room in their name. Delegates will obtain the Central Management Service (CMS) state hotel rate when is available. If State rate is not offered in weekend, they can obtain reasonable hotel accommodations offered by Drury Inn, Microtel, Holiday Inn Express or similar hotels.
    2. Transportation: If a parent is driving his own vehicle, mileage will be paid at the current CMS rate.
    3. Meal Allowances:
      1. The representative will receive $28.00 the date of the meeting. In the case that the representative stays overnight, he/she will receive $14.00 for the next day returning home.
      2. A spouse that travels with the representative will receive same amounts in (c)(i), if traveling to babysit the children, no babysitting allotments.
      3. Allowance for children over the age of 2 will be $14.00 the date of the meeting. In the case that the family stays overnight, $7.00 will be for the next day returning home.
    4. Lost Wages:
      1. Lost wages will be paid to parent Policy Council Members only when the parent is scheduled to work and he/she is not being compensated for the day off by employer. In the case that the employer pays overtime after 40 hours of work, the representative will be compensated for the overtime too, to avoid any harm to the family.
      2. Policy Council Members requesting wage reimbursement will each fill out, and sign, the Parent Certification of Lost Wages, if overtime is requested, they will provide copy of the pay stub showing the hours worked on that week. There is no requirement to obtain verification from employers.
    5. Babysitter:
      1. A babysitter (who is not the child's parent) will be paid $40.00 for the 1st child, plus $10 for each additional child under 14 years of age up to 3 additional children on the date of the meeting when he/she travels with the representative and he/she will have meal allowance of $28.00 the date of meeting. If the representative stays overnight, he/she will receive $14.00 for the next day returning home and no lodging will be covered by the Delegate or State.
      2. When a babysitter doesn't travel with the representative, he or she will be paid $70.00 for the 1st child, plus $10.00 for each child under 14 years of age up to 3 additional children. If the representative stays overnight, same amount will be paid ($70 + $10) for the following day. No meal allowance will be covered.
      3. These fees will be included in the parents' travel advance, to be paid by the parents to the babysitter.
    6. Reconciliation of Travel expenses: Member of the Policy Council and Delegate will reconcile advance and actual expenses within two weeks of the return date on the Reconciliation of Travel Expenses which will be turned in with the delegate's Monthly Expenditure Report in lieu of a travel voucher.
  2. Delegate staff who transport/drive the Policy Council member at the meeting and take care of his/her children will be paid according to the Delegate/agency's travel procedures.