01.09.18e - Policy Council Reimbursement for Travel

Policy Council Reimbursement for Travel

Policy Number and Last Update (01.09.18e/04-2019)

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: 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.
   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 $7 per quarter.
      2. A spouse that travels with the representative will receive $7 per quarter, if traveling to babysit the children.
      3. Allowance for children over the age of 2 will be $3.50 per quarter.
   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 and the work qualifies as agricultural work.
      2. Employer verification will be required if the parent is claiming overtime.
      3. 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.
   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, per day.
      2. When a babysitter travels with the parent, he or she will be paid the amount under (i) plus a per diem of $7 per quarter, and lodging will be covered. 
      3. 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 child care, plus regular travel expenses per the agency's travel procedures. 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.