BOT 17.01pr - Board of Trustees Travel and Meeting Stipend : Procedure

As allowed by the Office of Financial Management and stipulated in the State Administrative and Accounting Manual 10.70.20b Option 1, trustees  shall be eligible to receive a stipend for their attendance at any regular or special meeting or retreat. The rate will be calculated based on the maximum allowable hotel and meal per diem rates for Snohomish County, which are published annually by the OFM in October, and which shall be reported to the Board of Trustees at their October  meeting. 

To receive compensation, the trustee will be required to sign and submit an A20-AE Travel Expense Voucher provided by the Director of Planning and Operations in the Office of the President. Payment will be issued by the President’s Office through the payroll system because this compensation is subject to taxes and is reportable to the IRS. 

Travel Reimbursement

As allowed by the OFM’s State Accounting and Administrative Manual 10.70.20.b Option 2, all trustee travel for the purpose of college business shall be reimbursed at the same rates as regular state officials and employees, unless otherwise provided in statute. 

All travel where reimbursement of expenses is sought must be pre-approved by the President and a Travel Authorization must be submitted via ctcLink by the Office of the President in advance of the first travel date. 

All necessary receipts and travel documentation must be given to the Office of the President within two weeks of the completion of travel, or otherwise arranged in writing.  

The Office of the President will complete a Travel Reimbursement form in ctcLink to include all reimbursable travel expenses (airfare, lodging, meals, mileage, etc.), along with all necessary receipts, after which payment will be made to the trustee.

A. If the travel does not include an overnight stay, each of the Trustees may receive:

1. Reimbursement for meals

a. Only meals that fall within meal periods where the trustee is in official travel status may be reimbursed. 

b. Reimbursement will only be allowed for meals not included as part of the meeting or conference.

2. Reimbursement for mileage

a. Reimbursement for mileage will be requested by submitting total mileage, meeting/event title, date, location, and any necessary receipts to the Director of Planning and Operations in the Office of the President.

b. Payment for mileage reimbursement will be issued after an expense form is submitted in ctcLink by the Assistant to the President.

c. Reimbursement for mileage and meals is not subject to payroll taxes.

B. If the travel requires an overnight stay, the reimbursement is not subject to payroll taxes:

1. Confirmation in writing from the Trustee of travel details is necessary for reimbursement.

2.  Travel arrangements must be made in consultation with the Office of the President to ensure necessary documentation and compliance with OFM travel regulations. 

GLOSSARY TERMS
Board of Trustee(s)

RELATED POLICIES AND PROCEDURES
BOT 17.0 Board of Trustees Travel and Meeting Stipend  

SOURCE INFORMATION