1221 Travel
Current Travel Policy for 1221
1. The event announcement is emailed out from Council 28.
2. The announcement will include:
o The date(s) of the event & the start times.
o Specific travel dates for different events.
o Reimbursement responsibilities for different events
o A link to make lodging reservations.
o A cutoff date for requesting flights or reserving lodging.
o Mileage reimbursement amount.
3. All travel will be coordinated through WFSE Travel Coordinator (currently Melissa Mills). If airline
tickets are needed, contact the WFSE travel Coordinator ([email protected]) directly with the
date & time of travel being requested. This must be done before the deadline date.
4. Once the deadline date has passed, all travel/lodging must have approval from the Local
President (or other 1221 officer) before the WFSE Travel Coordinator takes further action. Any
costs over the amount of travel/lodging on the deadline date will be the responsibility of the
member.
5. If the member wishes to make changes to their travel/lodging after reservations have been
made, they must have approval from the Local President or other 1221 officer before the
change is made.
6. 1221 members may coordinate their own travel arrangements. 1221 will reimburse the amount
of travel based upon the cost of travel on the deadline date. Any travel costs over that amount
will be the responsibility of the member.
7. Standard modes of travel are personal vehicles or airplane unless a special accommodation
request is made to the Local and approved.
Per Diem
8. Day of Travel = half day per diem (going & coming). Day(s) of event = full day per diem.
9. Per diem rates will be based on gsa.gov
10. Day(s) for the event will be listed in the WFSE/28 Event announcement.
11. The member will provide the following when submitting for reimbursement:
o Copy of lodging receipt
o Copy of flight reservation
o Copy of airport or hotel parking ticket, if needed
12. All lodging will be at the hotel specifically listed in the event announcement. Any request to
change where the member is staying must be requested & approved by a 1221 officer prior to
making the reservation.
13. Members will turn in their expense voucher with the necessary verifications (lodging receipt,
flight reservation, parking, etc.) within thirty (30) days of the event to the Treasurer for 1221,
The voucher can be brought to the local meeting, mailed to WFSE Local 1221 P.O. Box 9798
Spokane, WA. 99209 or emailed to [email protected].
14. Local 1221 reserves the right to deny reimbursement if procedures are not followed.
PERTINENT INFORMATION
1. For all reimbursements from Local 1221, use the 1221 Reimbursement Voucher (attached).
2. For all reimbursements from Council 28, use the WFSE Member Expense Voucher (attached).
a. If traveling for Council 28 business, reimbursement requirements are different from
1221. Contact the WFSE Travel Coordinator prior to the event for clarification.
b. If you are not sure of which form to use, consult your Local Executive Board
3. If you are a member of a particular airline’s Sky Miles/Travel Miles plan & wish to have your
travel count towards your plan, be sure to include your plan’s number in your email when you
request your flight through the WFSE Travel Coordinator.
4. If you are a member of a particular hotel’s Preferred Customer Program & wish to have your stay
count towards your program, you will still make your reservation through the WFSE Travel
Coordinator & then when you check in, you will have to put a credit card on file & end up paying
for your trip & then request reimbursement.
5. If a cancellation of travel & lodging is needed due to unforeseen circumstances (family, job,
illness, etc.), the cancellation must be completed no later than a week prior to the event.
6. If travel & lodging reservations have been made & the member fails to attend the event, unless
there’s a cancellation no later than a week prior to the event, the member will be barred from
attending future events with financial assistance from the Local. This removal of financial
assistance from the local will remain in place until the next election of the Local 1221 Officers; at
which time the member can ask for a reconsideration of the removal.
There will always be exceptions to which entity reimburses and/or establishes lodging/airfare;
depending on activity and who is putting it on. When there are changes, the Officers of 1221 will
inform the membership timely.
WFSE Staff / 1221 Membership Reimbursement Policy
If there is an agency and/or building that does not have a steward assigned, WFSE staff may
purchase food & other necessary items for a lunch-n-learn or other similar activity once PRIOR
APPROVAL has been given by an Officer of 1221.
If a steward is available, it will be the steward’s responsibility to provide for the lunch-n-learn as is
standard practice.
ANYTIME a situation arises where the reimbursement will be going to a WFSE staff member, prior
approval from an Officer of 1221 must be obtained before any purchase is made.
As of January 1, 2024, the cost limit for a lunch-n-learn that would be reimbursed by 1221 is $150.
Any cost over $150 would require prior approval from the local. Otherwise, anything over $150
would be the purchaser’s responsibility to pay.
Proper reimbursement, either to a steward or WFSE staff member, must contain the following:
1. A completed 1221 voucher.
2. The receipt clearly showing what was purchased.
3. A copy of the sign-in sheet for the activity.