4.2	TRAVEL EXPENSE POLICY

4.2.1	Purpose and Objectives

•	To improve representation by Chapters at quarterly Executive Board meetings.

•	To offset travel expenses for those who participate on the Executive Board of the Western Section of The Wildlife Society.

The Western Section functions best when members are represented at the quarterly Executive Board meetings.  Business can only be officially conducted when a quorum of Board members is present.  It is recognized that, with increasing costs, it has become more difficult for individual Chapter Representatives to pay their own travel expenses, especially when not supported by an agency or employer.  Those that give their own time to attend meetings should be reimbursed for the costs incurred while acting on behalf of Chapter members.

It is the intent of the Western Section that funds be used when needed to promote participation by Section Officers and Chapter Representatives in Section business.  It is the intent of the Western Section that funds be used to reduce (not eliminate) the personal expense incurred by the members of the Executive Board.

Each year, a travel account will be established in the Section's budget.  If this fund is exhausted before the end of the fiscal year, the Section will not approve further travel claims unless a majority of the Board votes to move additional funds into the account.

The following are the approved guidelines for reimbursement of travel expenses for attendance at quarterly Executive Board meetings:

4.2.2	Eligibility

The President, President-Elect, Past President, Secretary, Treasurer, Newsletter Editor, Transactions Editor, Section Representative, Professional Development Committee Chair, Conservation Affairs Committee Chair, and Chapter Representatives or their appointed alternates are eligible to claim travel expenses.  The President may decide on additional individuals who are eligible for travel expense reimbursement on a meeting-by-meeting basis.

4.2.3	Amount

Expense will be reimbursed under the following schedule:

Accommodations		actual cost, receipt required
Airfare				actual cost, receipt required
Tolls				actual cost
Taxis, airport transfers	actual cost, receipt required if over $10
Food				actual cost, receipt required (to maximum of $30 per day)
Mileage			$0.15 per mile

4.2.4	Claims

Each person claiming expenses must submit a brief claim form to the Treasurer for each meeting that expenses were incurred (Appendix K).  The form will detail mileage, lodging, and meal expenses.  Those who are supported by an agency (i.e., use of an agency vehicle, per diem, etc.) should indicate and claim only their expenses in excess of that covered by their agency. All reimbursement claims must be submitted to the Treasurer within 30 days of the actual expenditure(s).

appendix K