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["Review and confirm the following information is included or attached to your Business Travel Expense (if applicable)"]
["✔","Rental Car - Prior to booking, contact Executive Director or IRWA Treasurer for approval"]
["✔","Personal auto fly vs. drive comparison based 45 days prior, contact CFO or IRWA Treasurer for approval"]
["✔","Airline receipt"]
["✔","Hotel bill"]
["✔","Itemized receipts for all meals"]
["✔","Receipts for all expenses of $25.00 USD or more.",{"$nulls":5},"Click on this link if you want your reimbursement through ACH."]
["✔","Confirmation of Registration"]
["✔","Ground transportation (taxi, uber, rental, etc.) receipts",{"$nulls":5},"https://irwa.formstack.com/forms/ach_information "]
["✔","Documentation for miscellaneous items"]
["✔","Date, location and purpose of your travel"]
["✔","Sign and date form in 'travelers signature'"]
["✔","Obtain expense concurrence of region/committee chair"]
["For further details, refer to the current IRWA travel policies and procedures."]
["PLEASE FORWARD YOUR COMPLETED FORM AND COPY OF YOUR RECEIPTS TO accountspayable@irwaonline.org"]
[]
["Business Travel Expense Statement US - 2026",{"$nulls":5},"Attach Copy of Your Receipts"]
["Name:                                                                    ",{"$nulls":5},"Telephone Number:"]
["Mailing Address:",{"$nulls":5},"Nature of Travel:"]
["City/State/Zip Code",{"$nulls":5},"Place of Travel:"]
["Nature of Business Expense"]
["Date","Lodging","Transportation","Breakfast","Lunch","Dinner","Miscellaneous",null,"$ Amount","Line Totals"]
[{"$nulls":9},{"$f":"SUM(B23:F23)+I23","v":0}]
[{"$nulls":9},{"$f":"SUM(B24:F24)+I24","v":0}]
[{"$nulls":9},0]
[{"$nulls":9},0]
[{"$nulls":9},0]
[{"$nulls":9},0]
[{"$nulls":9},0]
[{"$nulls":9},0]
[{"$nulls":9},0]
[{"$nulls":9},0]
["Total",{"$f":"SUM(B23:B32)","v":0},0,0,0,0,null,null,{"$f":"SUM(I23:I32)","v":0},0]
["ATTACH COPY OF YOUR ITEMIZED RECEIPTS"]
[]
["Personal Auto Expense"]
["Date","From:",null,null,"To:",null,null,"Total Miles","Rate","$ Amount"]
[{"$nulls":8},{"v":0.725,"d":"$0.725"},{"$f":"H38*$I$38","v":0}]
[{"$nulls":8},{"v":0.725,"d":"$0.725"},{"$f":"H39*$I$38","v":0}]
[{"$nulls":8},{"v":0.725,"d":"$0.725"},{"$f":"H40*$I$38","v":0}]
[{"$nulls":8},{"v":0.725,"d":"$0.725"},{"$f":"H41*$I$38","v":0}]
[{"$nulls":7},"Total",null,{"$f":"SUM(J38:J41)","v":0}]
["Travelers Expense Other Than Self (Included in above numbers)                                                                                                  When traveling with staff, co-worker or companion please provide information here"]
["Date","Lodging","Transportation","Breakfast","Lunch","Dinner","Miscellaneous",null,"$ Amount","Line Totals"]
[{"$nulls":9},{"$f":"SUM(B45:F45)+I45","v":0}]
[{"$nulls":9},{"$f":"SUM(B46:F46)+I46","v":0}]
[{"$nulls":9},{"$f":"SUM(B47:F47)+I47","v":0}]
[{"$nulls":9},0]
[{"$nulls":7},"Total",null,{"$f":"SUM(J45:J48)","v":0}]
["Authentication:(I certify that these expenses are correct and true and were incurred in the business interest of IRWA)"]
["Travelers Signature                              Title                     Date",{"$nulls":4},"Expense Concurrence                Title   (Chair)             Date"]
[]
["PLEASE FORWARD YOUR COMPLETED FORM AND COPY OF YOUR RECEIPTS TO accountspayable@irwaonline.org"]
["Expense Approved              ED/CFO                           Date",{"$nulls":4},"Total Business Expense:",{"$nulls":3},{"$f":"J33","v":0}]
[{"$nulls":5},"Total Personal Auto Expense:",{"$nulls":3},{"$f":"J42","v":0}]
[{"$nulls":5},"Deduct Travel Advance:"]
["Subject to Approval of IRWA Treasurer",{"$nulls":4},"Reimbursement Amount:",{"$nulls":3},{"$f":"SUM(J54:J55)-J56","v":0}]
["For Accounting Department Use Only"]
["Account Number:",{"$nulls":3},"Amount:  $",null,null,"Check Number:"]
["Account Number:",{"$nulls":3},"Amount:  $",null,null,"Date:"]
["Account Number:",{"$nulls":3},"Amount:  $",null,null,"Verify:"]
[]
["Business Travel Expense Statement"]
["The IRWA Expense Statement Form is used to request reimbursement by all travelers. The ED will ensure that all reimbursement requests are reviewed and paid in a timely manner.  Should there be any questions, the International Treasurer will contact you. The approved expense statement will remain on file for review by auditors and the IRS, if requested."]
["Region Vice Chairs, Committee Vice Chairs and members must submit Expense Statements to their respective Chairs for approval before submitting them to Headquarters for payment."]
["When traveling with staff, co-worker or companion please provide detailed explanation of all costs associated with them (These amounts are included in Nature of Business Expense section)."]
["Timeliness"]
["Expense claims for reimbursement must be received by Headquarters within 30 days of the expense. Claims received after 30 days will be forwarded to the IEC for approval and may be delayed until such time as they are approved.  Conference related expenses must be received by the end of the month following Conference, or the expense will be reflected in the next fiscal year’s financial report."]
["Receipts"]
["The Association requires copy of itemized receipts for any expense associated with airfare, hotel, meals and local travel charges. Receipts for other travel expenses of less than $25 are not required to be supported by receipts, although it is recommended when possible."]
["Transportation"]
["Airfares"]
["Only advance purchase, discounted coach class is authorized (travelers may pay the difference for business or first class upgrades). Tickets should be purchased enough in advance, to take advantage of the lowest fares. If the traveler chooses to drive to a meeting in lieu of using commercial transportation, reimbursement will be based on reasonable cost, but in no case will expense be reimbursed that exceeds the applicable coach fare. More information concerning personal automobile travel limitations follows below."]
["Bus, Limo, Taxi"]
["Reimbursement is authorized for actual business-related cost, plus tip."]
["Personal Automobile"]
["If the traveler chooses to drive to a meeting in lieu of using commercial transportation, reimbursement will be based on lesser of the standard fare or a not to exceed 1,000 miles (1,610 Kilometers) round trip when used in lieu of airfare with the reimbursement amount based on the actual documented mileage incurred multiplied by the approved IRS/Canada Revenue Agency (CRA) rate. Travelers must provide a fly- versus-drive comparison computed at least 45 days in advance of the event with their Business/Travel Expense Report Form."]
["Rental Vehicle"]
["Consult, in advance, the ED if a rental vehicle is required. Rental vehicles are reimbursed only when other methods of transportation are not reasonably obtainable or when it is more cost effective for a large group to rent a vehicle. If it is necessary to rent a vehicle, the following will apply: a collision damage waiver must be purchased, unless traveler has current personal insurance which covers rental vehicles (this is to ensure that traveler will not be liable for out-of-pocket expenses should an accident occur); parking and toll fees will be reimbursed as incurred with appropriate documentation."]
["Lodging"]
["Lodging expense will be reimbursed up to the rate and only at the hotel as contracted by IRWA for the specific meeting attended. When traveling to and from an IRWA event by personal automobile, a maximum of one night's lodging to and from the event will be reimbursed."]
["Meals"]
["Meals will be reimbursed, including tips, on a daily basis not to exceed $75 per day per traveler, with documentation. A general guideline is $15 for breakfast, $25 for lunch and $35 for dinner. When the IRWA provides one or more meals as part of a planned meeting or event, reimbursement requests should be reduced accordingly. When dining with other authorized IRWA travelers, record the expense amount share for each person if you pay for the entire bill. If you decide to drive to and from an IRWA event and this drive takes place over multiple days, a maximum of one day's meal allowance will be reimbursed. That means driving to the event on one day and driving back on another day is only eligible for one day of meal expenses."]
["Phone"]
["Telephone expense for all Association business calls while traveling will be reimbursed. Air-to-ground calls will not be reimbursed. Telephone charges incurred for personal and/or non-IRWA business use while in IRWA travel status are not reimbursable."]
["Registration Fees"]
["Association registration fees for the IRWA International Education Conference will be handled by Headquarters prior to the conference. As required for other meetings where a registration fee is collected, reimbursement will be made to the authorized IRWA traveler at the standard amount specified (late registration fee will not be reimbursed)."]