01.09.18e - Policy Council Reimbursement for Travel

Policy Council Reimbursement for Travel

Policy Number and Last Update (01.09.18e/03-2024)

The Migrant and Seasonal Head Start follow state travel policies. Since the parents 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. Compensation for travel expenses and salaries will be paid in full by the Delegates, as funds have been assigned for this in their annual budget. All provisions, except for salary reimbursement, apply to in-state and out-of-state conferences.

Procedures

1. Delegates will issue a Reconciliation of Travel Expenses to parents making the trip.

a. Hotel Expenses:

i) When available, Delegates will obtain the CMS state hotel rate. It is not required to house the parents in the hotel where the meeting is held-Parents will be allowed to stay at a hotel of their choice so long as the fee is reasonable.

ii) Room Service: Expenses related to room service are not covered.

b. Transportation: If a parent is driving his own vehicle, mileage will be paid at the current CMS rate.

c. Meal Allowances:

i) The representative will receive per diem or meal allowance in accordance with table below:

	MEALS:		OR PER DIEM
Primary Destination, by County	Breakfast	Lunch	Dinner	Per Quarter	Per Day
Cook / Lake	$18	$20	$36	$18.50	$74
St. Clair, Dupage, Will	$14	$16	$29	$14.75	$59
All other Illinois counties	$13	$15	$26	$13.50	$54

 ii) Definitions:

1. Travel Meal: A meal consumed during official program-related travel.
2. Travel Meal Allowance: The maximum allowable amount for reimbursable travel meals

iii) For one day travel, the allowance is for breakfast before 6 A.M. and/or dinner returning after 7 P.M. Lunch is not a reimbursable expense.

iv) A spouse that travels with the representative will receive per diem or meal allowances, if traveling to babysit children.

v) Allowance for children over the age of 2 will be given at half the rate for the adult.

vi) Alcoholic Beverages: The program does not reimburse for alcoholic beverages.

vii) Approval Process:

(1) Pre-Meeting Inquiry: Before each meeting, program members will be asked if they prefer the program to provide meals or if they would like reimbursement. Decision will be made by majority.

(2) Program-Provided Meals: If members choose program-provided meals, no reimbursement will be provided for that meal.

(3) Reimbursement Request: If members request reimbursement follow the table above.

d. Lost Wages:

i) 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 and the work qualifies as agricultural work.

ii) Employer verification will be required if the parent is claiming overtime.

iii) Policy Council Members requesting wage reimbursement will each fill out, and sign, the Parent Certification of Lost Wages. There is NO requirement to obtain verification from employers if the parent is not claiming overtime wages.

e. Babysitter:

i) 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, per day.

ii) When a babysitter travels with the parent, he or she will be paid the amount under (i) plus a per diem in accordance with the table & meal allowance points above, and lodging will be covered.

iii) The total sum will be included in the parents' travel advance, to be paid by the parents to the babysitter.

2. Within two weeks of return date, Parents and Delegate will reconcile advance funds and actual expenses on the Reconciliation of Travel Expenses which will be turned in with the delegate's Monthly Expenditure Report in lieu of a travel voucher.

3. Delegate staff who accompany parents will be paid wages for driving and for childcare, plus regular travel expenses per the agency's travel procedures.

If Traveling to Springfield -