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  • CRA UNIFORM TRAVEL POLICY

    CRA UNIFORM TRAVEL POLICY

  • This document explains CRA’s policies regarding travel expense reimbursement for attendees at CRA-sponsored events for which CRA has agreed to reimburse expenses. For reimbursement, CRA requires that travel — including meals, housing, and transportation — be conducted by the most economical method. Shared expenses must be explained in a separate document. Any deviations from these policies must be pre-approved. Failure to follow CRA travel rules or receive pre-approval may result in reduced or denied reimbursement. 


    Due to the requirements of the various funding sources used to cover expenses, attendees may be required to follow additional policies to those listed below. If so, the attendee will be informed of these additional requirements. CRA advises attendees to retain itemized receipts for all expenses. 


    CRA provides reimbursements only for attendees who are on travel status. An attendee is considered on travel status when their attendance is necessary for the success of the event.  


    Reimbursement requests must be submitted within 60 days of the completion of travel. Any expense not submitted within 60 days of the travel will forfeit reimbursement.


    TRANSPORTATION EXPENSES


    Airfare — CRA will reimburse non-refundable basic economy class fare and first checked bag. No other fare class or flight upgrade or priority boarding will be reimbursed without justification and prior approval from CRA. 


    Basic economy tickets do not include any upgrades such as “Economy plus,” Economy extra,” “Blue plus,” “extra legroom” etc. If you purchase a flight with any of these upgrades, you must provide a comparable flight or you risk your expenses not being reimbursed. 


    CRA will only reimburse travel directly to the activity and back.

     

    A COMPARABLE FLIGHT IS REQUIRED if:

    • Travel is extended by either arriving early or departing late for ANY reason
    • The departure or return flights are modified to accommodate ANY other personal or professional activity,
    • The basic economy class seat is upgraded, or
    • Travel begins and ends in different locations

    Comparable flight: a screenshot of a roundtrip non-refundable economy fare from home location and back aligned with event dates. This must be acquired at the time of booking the actual flight and provided as part of the reimbursement request. CRA will reimburse the lower of the actual flight and comparable flight. Failure to provide a comparable flight may result in a flight reimbursement denial.

     

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  • Flights purchased using airline credit are allowable with receipt. Flights using frequent flier miles or reward/loyalty programs will NOT be reimbursed.


    Trip cancellation insurance will NOT be reimbursed.


    Any air travel to or from locations outside the United States must be approved in advance by CRA. This includes travel from Canada. Contact: travelsupport@cra.org for pre-approval. 


    CRA follows the Fly America Act (49 U.S.C. 40118), and all air travel is required to be through a “U.S. flag” air carrier service. You can find a complete list of certified U.S. flag air carriers here: U.S. flag air carriers. There are some exceptions to the Fly America Act:

    • When a U.S. air carrier is not available.
    • When using a U.S. carrier service would extend the travel time by 24 hours or more.
    • When a U.S. carrier does not offer a nonstop or direct flight between origin and destination, and using a U.S. carrier:
      • Increases the number of aircraft changes outside the United States by two or more;
      • Extends travel time by six hours or more; or
      • Requires a connecting time of four hours or more at an overseas interchange point.
    • When the flight time from origin to destination is less than three hours and using a U.S. flag carrier doubles the flight time.
    • When there is an applicable Open Skies Agreement in effect that meets the requirements of the Fly America Act.
    • Canada is not currently a participant in the Open Skies Agreement. 

    Note: Ticket cost and convenience are NOT exceptions to the Fly America Act.         


    Personal Vehicle — If a personal vehicle is used for travel and exceeds 240 miles one-way, a comparative flight for the same travel is required. CRA must reimburse the lesser cost. Mileage reimbursement for a personal vehicle is at the federal mileage rate, which factors in gasoline and other operating costs. CRA will not accept receipts for gasoline or other operating expenses. Distances over 100 miles require a Google Map of the route showing miles traveled. Reimbursement requests must include a map (Google Map) showing route and miles driven. Parking and tolls will be reimbursed with receipts (if over the event receipt threshold). 


    Auto Rental — Car rentals are disallowed unless pre-approved for unique circumstances. Collision Damage Waivers can be reimbursed, but other types of insurance purchased with the rental will NOT be.


    Local Transportation — CRA encourages the use of public transportation, including shared rides - shuttle/taxis/ride-sharing services like Uber and Lyft, trains and buses. Car services are generally not reimbursable and must be pre-approved. CRA requires a receipt for transportation over $75, but some CRA events may require receipts for lower transportation costs when specified.


    Passenger Train — CRA will reimburse up to and including first class Amtrak train travel in lieu of a flight or personal vehicle. If the one-way travel time is four hours or more to the event, a comparable flight is required. CRA will reimburse the lesser cost. 


    MEALS


    CRA will reimburse the actual cost of meals while on travel as long as those costs are reasonable. CRA’s working definition of “reasonable” conforms to the guidance provided for federal agencies for allowable per diem rates, as per federal code §301-11.303. CRA reimburses actual costs, and NOT per diem. If there is doubt about the reasonability of a meal expense, consult with CRA reimbursement staff.


    CRA requires a receipt for meal costs $75 and over, but some CRA events may use a lower threshold for meal receipts. CRA can only accept itemized receipts when a receipt is required, NOT a signed credit card slip or credit card statement. Failure to provide an itemized receipt may result in the denial of the entire meal.


    If the meal receipt covers more than one person, all individuals and their business purpose must be detailed.


    CRA provides meals at events when there is a programmatic reason for a group meal. CRA will not reimburse meals in lieu of the group meal, unless there are mitigating circumstances (late arrival, early departure, strict dietary need), and has been pre-approved.        


    CRA DOES NOT REIMBURSE ALCOHOL. If a meal receipt includes alcohol, the alcohol total along with corresponding tax and tip, MUST be removed from the itemized receipt total. Failure to remove alcohol may result in a denial of the entire meal. 


    LODGING


    Receipts must be provided for reimbursement of lodging for CRA events. If sharing a room or some other unique arrangement is made, CRA requires a copy of the total receipt and an explanation of reimbursement requested. If a standard rate has been negotiated for the event, that rate must be used, unless there are plausible mitigating circumstances and the non standard rate is pre-approved.


    CRA does not reimburse early check-in fees.


     OTHER EXPENSES


    Attendees who incur other expenses related to their participation in a CRA-sponsored event that are not listed here may be entitled to reimbursement with appropriate receipts, explanations and prior approval.


              Expenses that are never reimbursable include:

              1. Personal items

              2. Entertainment expenses

              3. Telephone or internet charges not related to participation in the event.

              4. Alcohol, and associated tax and tip


    Exceptions

    Exceptions to this policy may be made due to medical / health needs or uncontrollable circumstances, such as inclement weather disrupting travel. It is the responsibility of the traveler to request approval for these exceptions as early as possible, and before incurring expenses. Exceptions are granted at the sole discretion of CRA and are not guaranteed.


    A one-time exception for an expense outside the policy (other than due to medical/health needs or uncontrollable circumstances) may be made at the discretion of the director. If granted, this one-time exception negates consideration for future exceptions and any future expenses outside of the policy will be automatically denied.

     

    CRA 4-1-25

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