Click below to access a word document of this policy.
NCHC Travel, Expense, and Divvy Card Policy.docx
Objective: To establish a clear and fair travel policy while being good stewards of NCHC financials and fostering a positive organizational culture. While best financial judgment should always be employed, the safety, security, and well-being of NCHC travelers is of primary concern and should supersede financial decisions. This robust corporate travel policy will help to keep NCHC travelers safe while working to reduce total costs on business travel and optimize the NCHC budget.
Overview: Travel costs will be covered for NCHC employees, and in specific circumstances for members of the organization, for the purposes of NCHC business travel only, whether to events, meetings, or training. Non-business or leisure travel is at the expense of the NCHC employee or member. When traveling on NCHC business, travelers shall use the most cost-effective mode of transportation and accommodations. NCHC is committed to providing access and reasonable accommodation in its services, activities, programs, and employment opportunities in accordance with the Americans with Disabilities Act and other applicable laws. ****NCHC permits any additional expenses that are incurred due to an ADA compliant travel/lodging related need.
Multiple Travelers: When multiple individuals are traveling from the same departing location and arriving at the same destination, travelers shall coordinate travel to limit costly expenses of mileage reimbursement, parking, transportation, and other related expenses.
NCHC HQ staff traveling from Lincoln to an alternate airport must coordinate travel by carpooling.
Travel by Air: Air travel is limited to economy bookings. NCHC travelers are permitted to use business class bookings when they’re cheaper than economy bookings. Business class bookings can be made if the travel segment exceeds eight hours of travel. First-class bookings are not permissible. Additional charges for upgraded seat assignments are not permissible. In the event of an emergency, the policy on first-class booking may be waived with prior approval of the NCHC National Office Executive Director. Air travel shall be booked at least two weeks in advance of travel to obtain the most cost-effective price.
NCHC HQ staff must utilize the airport closest to their location. Exceptions will only be made when it is cost effective to utilize an alternate airport. Example: Flight out of Lincoln is $300, flight out of Omaha is $250; factoring in mileage reimbursement and parking it would be more cost effective to travel out of Lincoln.
Hotel Accommodations: Lodging is only covered for a check-in date one day prior and proceeding the event date pattern. Travelers shall choose standard rooms at the most affordable rate; deluxe rooms/suites are not permissible without prior approval of the NCHC National Office Executive Director. When traveling on NCHC business, travelers shall use the most cost-effective mode for hotel accommodations. Additional charges not permissible unless paid directly by the traveler include incidentals, room service, dry-cleaning/laundry services, valet parking unless valet parking is the only parking option offered by the hotel, use of hotel amenities, mini bar charges, personal phone call charges, and room upgrades that incur additional charges.
Ground Transportation: Travelers shall choose the most cost-effective method considering the journey and time. Utilization of Uber/Lyft is an acceptable mode of ground transportation.
NCHC HQ staff arriving at the same destination, in a reasonable amount of time (30-minutes shall be considered a reasonable amount of time), must make all efforts to coordinate ground transportation from the airport. Example: Employee 1 arrives at 10:00a.m. and employee 2 arrives at 10:20a.m., employee 1 must wait and meet up with employee 2. Both employees will ride together to the destination.
Meals: NCHC travelers are permitted reasonable, actual expenses of meals and gratuities while on NCHC business. If you are provided with a meal, no additional meals will be allowed. Example: While attending an event – on day two a lunch buffet is provided, your lunch meal for this day would not be permitted. Per IRS guidelines, meals cannot be lavish or extravagant and require the following for documentation purposes whether held out of the office or catered.
The following daily allowances shall be acceptable reasonable costs for meals when an NCHC employee or member is traveling outside of a program or committee meeting. Examples include: Board Meetings, Conferences, and fundraising/advocacy related travel. The below meal costs do not apply to Committee or Program budgets and participants or facilitators.