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Equalization for CAIS PM meetings and User Group events
Travel and expenses for CAIS PM meetings and User Groups will be
handled as follows:
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Equalization shall be applied only to one person per
institution per event. If it is appropriate for additional people from
institutions to attend, their travel and expenses are paid entirely by the
institution.
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Reimbursement policy:
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If travel is by car, reimbursement is for mileage at the IRS
rate (not to exceed the price of a cheap airfare).
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If travel is by plane, train, or bus, reimbursement is only
for the ticket.
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All other expenses not included in the group activities are
to be reimbursed by the traveler’s institution.
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Rental cars will not be included in equalization, unless the
person in charge of planning the event determines that the cars are needed for
general transportation. Normally, the host will arrange for group
transportation (school van).
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In order to reduce expenses, travelers will book their travel
in a timely manner (at least 21 days in advance) and use all reasonable
measures to keep the costs down.
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Reasonable meeting expenses will be equalized. Examples
include: meals for the entire group (not small groups eating out), meeting
supplies, school van usage, and hospitality.
(The above information was copied from the CAIS policy manual)
The travel expense report form can be downloaded from the CUS/BHE web page's
administrative forms
located at
http://www.lcms.org/pages/internal.asp?NavID=4181. Use the CUS form (not
LCMS).
The form should be completed, signed, and the expense reports & receipts sent
to:
Kari Hermansen
CAIS
7400 Augusta
River Forest, IL 60305
Only original copies are accepted. No faxes or email attachments.
For airline travel, both the invoice and the ticket stub (or other proof that
you actually flew) must be attached.
The report must be filed within 14 days of the session or it will be rejected
and your institution will be responsible for the travel charges.
Charges will be divided equally among all schools (regardless of whether they
participated or filed paperwork) and billed back on the monthly CAIS invoices.
4/29/04
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