Please carefully read the following information regarding expense reimbursement.
Representatives will initially be responsible for their own expenses (lodging, airfare, meals, parking, etc.). Reimbursement will be made through submission of a Member Expense Statement with the appropriate receipts attached. Member Expense Statements will be available for pick up from the materials table located in the CTA registration area starting Friday evening. Items related to extenuating circumstances must be approved in advance by the Secretary-Treasurer.
These items will not be approved retroactively.
SUBMITTING YOUR EXPENSES
You may submit your completed expense form and receipts through one of the following ways:
- Complete and submit directly on the Member Expense Application
- Drop a paper copy off on Sunday at the registration desk
- Scan and email to SCMES@cta.org
- Mail paper copy to CTA Accounting, 1705 Murchison Drive, Burlingame, CA 94010
It is CTA’s policy to reimburse expenses AFTER the actual expense has been incurred. Other reimbursement guidelines are listed on the back of the Member Expense Statement.
For those requesting a partial payment check, please complete the form and return it to the CTA Governance department. Follow the instructions on the form for remittance. (The partial payment form is a worksheet to estimate your total expenses for each State Council. The partial payment distributed at the end of each State Council is equal to approximately 2/3 of your estimated expenses.)
Partial payment checks will only be given out on Sunday after the close of the State Council Meeting. Staff will distribute the checks for 15 minutes immediately following the adjournment of the State Council Meeting at the CTA Registration Desk.
TRAVEL – READ CAREFULLY BEFORE MAKING TRAVEL ARRANGEMENTS
Actual, most economical coach fare (with receipt), up to two checked bags (with receipt). Prior approval must be obtained from the CTA Secretary-Treasurer for reimbursement for more than two checked bags or oversized overweight bags, while traveling by air.
SOUTHWEST AIRLINES ECONOMY CLASS FARE
CTA Standing Rule 1-7(A) states that airfare will be reimbursed at the most economical coach fare (with receipt). Southwest Airlines offers a Wanna Get Away fare that is comparable to the economy class fares offered by other airlines. Southwest does not have change fees and only charges the difference in cost of flight if changed, and passengers are allowed to check two bags for free.
CTA DISCOUNT FOR UNITED AIRLINES
Receive a discount of up to 10% off internet fares with no service fee with the 2024 CTA discount code ZNYT122681 in the offer code box at www.united.com when booking directly. Provide the same code when calling the UAL Meetings Desk at (800) 426-1122.
The standard business mile rate (67 cents, effective January 1, 2024) as set by the Internal Revenue Service for transportation expenses. Mileage reimbursement cannot exceed the cost of coach plane fare.
CTA will not reimburse the cost of renting a car unless the rental of a car has been approved in advance by the Secretary-Treasurer.
CTA will reimburse the actual costs of 3 days (2 nights) parking. Parking (valet only) is available at the Bonaventure Hotel at a discounted rate of $21.00 per night, which includes in and out privileges and is available on a first-come basis. Overflow parking will be at the Union Bank Garage across the hotel on Figueroa Street at the following rates which do not include in and out privileges:
- Entering Friday AFTER 4PM and Exiting Sunday by 11:59 p.m. – $30 maximum
- Entering Saturday and Exiting Sunday by 11:59 p.m. – $20 maximum
If you arrive before 4:00pm on Friday and park at the Union Bank garage, you will be charged $38 for Friday. Parking should be available at the Westin before 4:00pm and there is no additional charge for early arrival.
CTA will reimburse your transportation to and from the airport (or train station) when you use an Uber, Lyft, taxi or other ride service. You are encouraged to coordinate with other attendees to share the ride.
On Sunday, there will be no scheduled airport shuttle service provided. Attendees traveling back to the airport are encouraged to form carpools where possible and to request your own ride when you need to leave to catch your flight. Also, at the Figueroa entrance, there will be signs where attendees that are looking to form a carpool can gather and travel together to their airport.
Most ride-sharing services allow you to split the cost of the ride. CTA will reimburse you for your shared ride expense once you submit a Member Expense Statement.
CTA will pay one half the cost of a double occupancy hotel room (approximately $95.95 per night for the 2024 State Councils). Those wishing a single room must pay the difference (approximately $95.94 per night for the 2024 State Councils), except for extenuating circumstances approved in advance by the Secretary-Treasurer. You may request a roommate during the online registration process.
MASTER BILL REQUEST
At the November 2015 meeting, the CTA Board of Directors approved NBI 10/15-21, which states that “CTA will publicize, on the registration form, the procedures for State Council delegates to request that CTA master charge the delegate’s room.” Information about having your room charged to the master account and ability to make the request will be in the online registration form. For questions, email CTAStateCouncil@cta.org.
CTA will reimburse the actual amount paid for meals including tax and tip, not to exceed $90.00 for any one day, except for days when meals are provided by CTA. Itemized receipts are required for all meals. A Report of Missing Receipt must accompany the Member Expense Statement when an itemized receipt is not available, which may delay the processing and reimbursement of expenses. There will be no reimbursement for meals provided by CTA. Extra meals required by auto travel are not reimbursable.