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.
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 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.
TRANSPORTATION EXPENSES
By Air — CRA will reimburse non-refundable economy class fare and first checked bag. No other fare class will be reimbursed without justification and prior approval from CRA.
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.
Any air travel to or from locations outside the United States must be approved in advance by CRA.
Flights purchased with frequent flier miles or rewards programs will NOT be reimbursed.
Trip cancellation insurance will NOT be reimbursed.
Combined travel – CRA will only reimburse travel directly to the activity and back. If ANY other personal or professional activity is added to the travel, a comparable flight is REQUIRED.
- Comparable flight: a screenshot of a roundtrip non-refundable economy fare from home location and back aligned with activity 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.
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.
Personal Auto — If a personal auto is chosen for travel, obtain comparative airfare for the same travel. CRA will reimburse the lesser cost. Mileage reimbursement for personal auto is at the federal mileage rate, which is calculated to include costs for gas and other operating costs of the vehicle. No separate reimbursement for gasoline or other operating costs. 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).
Local Transportation — CRA encourages the use of public transportation, including shared rides - shuttle/taxis/Ubers, 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.
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 over $75, 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.
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 for alcohol.
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.
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
CRA 1-16-23