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All official League travel shall be properly authorized, reported, and reimbursed. It is the traveler's responsibility to report his or her actual travel expenses in a responsible and ethical manner. Expense reports should be submitted no later than two weeks after completion of travel.
Transportation expenses shall be reimbursed based on the most economical mode of transportation. Subsistence expenses incurred while on travel consist of charges for lodging, meals and incidental expenses. It is each board member's responsibility to be familiar with and abide by the expense limitations imposed by the budget.
Travel to State League Functions
State Leagues that wish to invite the President/Chair or another LWVUS/LWVEF board member to attend a state League function are asked to send a written request to the field service staff, describing the event and the ways in which they would like the board member to participate.
The President/Chair shall decide which invitations she/he is able to accept. In lieu of declining an invitation that she/he cannot accept, she/he may wish to send another board member in her/his place.
In the case of invitations to other LWVUS/LWVEF board members, the chair of the committee responsible for field service together with appropriate staff shall weigh the invitation in light of the overall field service plan and budget.
If an invitation is accepted, the LWVUS (or LWVEF, if appropriate) shall reimburse the board member's travel expenses, including air fare and other inter-city travel. The state League shall be asked to cover on-site expenses, including overnight arrangements, meals and intra-city travel.
If funds are not available to reimburse a board member’s travel expenses, a board member may choose to travel at her/his own expense.
After the visit, board members are asked to complete a field service report.
Travel to Local League Functions
As a general rule, the President/Chair and other board members shall give first priority to participating in state League events. Invitations to attend local League events will be evaluated on a case-by-case basis and, if warranted, the LWVUS (or LWVEF, if appropriate) shall reimburse the President/Chair's or board member's travel expenses. The local League shall be asked to cover all other expenses.