WASLA Expense Reimbursement Process

Volunteers may request reimbursement from WASLA for pre-approved expenses within their budget allocations. Expenses that exceed WASLA’s allocated budget will not be reimbursed. All requests for reimbursement should be submitted within two (2) weeks of the expenditure and must adhere to the WASLA Expense Reimbursement Policy detailed below. Please use the WASLA Expense Request Form to submit your reimbursement request.

The Washington Chapter of the American Association of Landscape Architects
120 State Ave NE #303
Olympia, WA 98501
360-867-8820
Email: [email protected]

WASLA Expense Reimbursement Policy

Expenses covered by WASLA

  • Mileage. Miles will be reimbursed at the current IRS (Internal Revenue Service) recommended rate per mile.
  • Air Travel. All volunteers are expected to make air travel reservations at the most economical fare practicable. Travel during normal business hours and direct flights are acceptable. Baggage fees are not reimbursable.
  • Ground Transportation. Ground transportation is reimbursed for economical means of travel between a hotel and an airport – typically public transportation or taxi cab. Sharing transportation expenditures or ride sharing with other EC members, BOT/CPC members, or summit attendees is encouraged. All other ground transportation expenses are not reimbursable.
  • Lodging. Lodging means hotel room and tax charges only. Lodging is typically reimbursed for one night before and one night after WASLA authorized meetings, conferences, and summits that require travel. Sharing accommodations is an option whenever possible or feasible, although it is not expected nor required. Lodging for the annual meetings of the society are covered, partially, by ASLA national (see below). The chapter will pay for the remaining lodging expenses for the annual meetings.
  • Meals. Food, beverages, and tips will be reimbursed based on a budget allowance set by WASLA at the beginning of the year. Itemized receipts are required. Alcoholic beverages are not reimbursable.
  • Registration. Registration for the ASLA Annual Meeting and the Annual WASLA Conference will be covered by the chapter in full for the chapter Trustee, President, and President-elect.
  • Excluded Expenditures. The following items that may be associated with business travel will not be reimbursed by the chapter:
    • Faxes, photocopies, downloading/printing of meeting materials postage, office supplies, internet charges, data ports, and telephone calls, unless the materials are specific to the meeting/event and prior approval was granted by the WASLA Treasurer.
    • Valet (laundry, dry cleaning, steam/press, sewing repair) services, barbers/hairdressers, shoe shines/repair, and other personal grooming items.
    • Entertainment expenses, including in-flight movies and headsets; hotel pay-per-view movies; social activities and related costs; newspapers, magazines, and books.
    • Costs incurred by failure to cancel travel or hotel reservations in a timely manner.
    • Airline upgrades and airline tickets purchased with frequent flyer miles.
    • Baggage lost by transporter; loss/theft of personal funds or property; optional business travel or baggage insurance; personal accident insurance; personal property insurance.
    • Personal credit card annual fees and finance charges.
    • Childcare, babysitting, house-sitting, pet sitting/kennel charges.

Expenses covered by ASLA National

  • Chapter Trustees and Chapter Trustees-elect will be reimbursed by ASLA national for travel and lodging expenses (based on ½ the double occupancy rate) over the standard deduction of two hundred ($200) dollars for the midyear and annual meetings of the Board of Trustees. Registration fees and lodging expenses not covered by ASLA national for the annual meeting of the Society are covered by WASLA, as noted on page 2. 
  • Chapter Presidents and Presidents-elect will be reimbursed by ASLA national for travel and lodging expenses (based on ½ the double occupancy rate) over the standard deduction of two hundred ($200) dollars for the midyear and annual meetings of the Chapter Presidents Council.  Registration fees and lodging expenses not covered by ASLA national for the annual meeting of the Society are covered by WASLA, as noted on page 2.
  • Annual Public Awareness Summit Attendee will be reimbursed by ASLA national for travel (flight allowance of $450 on average*) and lodging (typically 2 nights of hotel*) expenses including breakfasts and lunches. Dinners and ground transport expense between the hotel and airport, and potential overage on cost of flight not covered by ASLA national for attendance at the Summit, are covered by WASLA within the budgeted allocation. Baggage fees, travel meals, additional ground transportation and all other expenses are responsibility of attendee.
  • Annual Advocacy Summit Attendee will be reimbursed by ASLA national for travel (flight allowance of $450 on average*) and lodging (typically 2 nights of hotel*) expenses including breakfasts and lunches. Dinners and ground transport expense between the hotel and airport, and potential overage on cost of flight not covered by ASLA national for attendance at the Summit, are covered by WASLA within the budgeted allocation. Baggage fees, travel meals, additional ground transportation and all other expenses are responsibility of attendee.

 

* Actual ASLA allowances and expense limits may change from year-to-year and should be confirmed with ASLA by the attendees.

**Registration, Summit and Conference expenses are covered by the chapter because volunteers of the Board of Directors use their own personal time to attend these meetings.