2.5 Travel Expense Reimbursement

The Trust Board of Directors recognizes the need for training and education of Directors and Delegates and thereby adopts the following policy regarding expenses incurred in connection with attendance at professional conferences, subject to Board Approval, on behalf of the Trust.

Attendance
On occasion the Trust Board may authorize attendance at specific conferences. The number of attendees shall be determined by the Board for any given event/conference. It is the intent that the opportunity for attendance will be equitable between Labor and Management.

In the event that the number of Management attendees authorized by the Board exceeds the number interested, any unused positions may be filled by Labor.

In the event that the number of Labor attendees authorized by the Board exceeds the number interested, any unused positions may be filled by Management.

In the event that the total number of interested attendees exceeds the number of attendees authorized by the Board, the following criteria shall be used to determine attendance:

Leadership position with the Trust
Prior attendance
Other considerations as determined by the Board

Conference and Hotel Registration
Authorized conference and hotel registration fees may be paid in advance by the Trust. Hotel stays prior to or after the conference will be the responsibility of the attendee, and will not be paid or reimbursed by the Trust. In the event of non-attendance, wherein the hotel and or registration payment has been advanced, the attendee will be responsible to reimburse the trust for all expenses advanced by the Trust.

Travel
It is expected that the authorized attendees will seek out the most practical and economical means of transportation to and from conferences. The authorized attendee shall be reimbursed for travel days, including days prior to or after conferences, if the travel is required to attend the beginning or the end of a conference.

Airfare
Actual expenses reimbursed for airfare shall not exceed standard coach fares.

Personal Car Mileage
Mileage reimbursements for travel involving the use of personal vehicles shall be reimbursed at the current IRS allowance, for miles actually traveled. Reimbursement for personal car mileage shall not exceed standard coach airfare, mileage to and from the airport, parking at the airport and shuttle expenses, as if the attendee had flown to the conference.

Meals
Reimbursement for actual expenses for meals shall not exceed a maximum of $60 per day.

Other Conference Expenses
Reimbursement shall be made to the attendee for other appropriate and reasonable expenses incurred including:

Local transportation (e.g. bus, taxi, shuttle, etc.)
Other appropriate / reasonable incidentals (e.g. portage, parking)

Reimbursable expenses exclude fees or charges for activities that are for entertainment or non-business purposes, such as in-room movies, snacks, or service bars. Expenses for family or guests of the attendee will not be reimbursed by the Trust.

Documentation
All reimbursable expenses are based on actual cost, and require original receipts / documentation providing date, amount, and description of expense. Receipts are not required for incidental expenses less than $10. Expense reports must be returned to the Trust Manager within 60 days from the last day of the conference. Expenses submitted after the 60 day period will not be reimbursed unless approved by the Board of Directors. The Chairperson of the Finance Committee will give final approval on all expense reports.

Board Approved: December 15, 2009