Reimbursement to all persons traveling on IMEA official business will be as follows:

1.  Airline Travel

• Airline travel undertaken on IMEA official business is to be by the lowest excursion/coach fare available. If last-minute reservations are made for a scheduled trip, IMEA will reimburse only the lowest prevailing rate as that of seven (7) days or more prior to departure, unless extenuating circumstances exist and are approved prior to ticket purchase by the IMEA President and Business Manager.
• Scheduled meetings and other travel should include a Saturday night – whenever possible - to take advantage of substantially lower airfares.  IMEA will reimburse airfare at a rate applicable for staying over Saturday night, unless extenuating circumstances exist and are approved prior to ticket purchase by the IMEA President and Business Manager.
• No expense claim will be honored for air travel insurance premiums.
• Airport limousines rather than taxicabs should be used when possible.  Airport parking will be allowed when necessary.

2.  Automobile Travel

• Auto mileage will be reimbursed at the rate of $.31 per mile, plus parking. Car-pooling is encouraged whenever possible.
• Meals and lodging while traveling by automobile out of state will be approved only if total expense is less than coach airfare.
• If a rental car is necessary at an out of state meeting or convention, approval must be obtained from the IMEA President and Business Manager in advance of the scheduled trip.

3.  Hotel Accommodations

• Reimbursement will be made for the convention/conference rate for a single room in a first–class hotel.
• When accompanied by spouse, IMEA will pay the rate charged for a single room.
• Hotel rooms and meals are not to be charged to IMEA unless approved in advance by the IMEA President and Business Manager.

4.  Meals

• An allowance up to $30.00 per day will be made for actual itemized meal expenses.
• On travel days, allowance will be based on starting and ending time of official meetings.
• When partial days are appropriate, individual meal charges will be allowed up to $6.00 for breakfast, $8.00 for lunch and $16.00 for dinner.

5.  Receipts

• Receipts for transportation, hotel bills, and parking are required. Meals will be reimbursed either from actual receipts or your meal log. You will be reimbursed at actual or maximum amounts from the reimbursement schedule, whichever is less.
• Expenses MUST be submitted to the Business Manager within thirty (30) days of the date incurred.

* Authorized payments will be made only to those individuals doing official business on behalf of the Idaho Music Educators Association. This includes IMEA Elected Officers, District Presidents, Guest Clinicians/Conductors, All-State Chairs, and Board of Control members.

Idaho Music Educators Association
Karen A. Goodrich, Business Manager
132 B West 500 South, Jerome, ID  83338
email: goodrichka@music.myrf.net

revised: April 2005

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Download the IMEA Travel Expense Form (PDF)

Download the Administrative Expense Form (PDF