IUPS Travel Reimbursement Guidelines (2007 edition)            (printable version)

GENERAL PRINCIPLES:
Please remember that IUPS is a non-profit, charitable organization that derives most of its income from dues payments from the major physiological societies and organizations around the world. These guidelines are based on the assumption that costs of official travel financed by IUPS should be based only on expenses that are directly related to the business at hand and involve a minimum of frills. To the extent possible travelers are encouraged to make and use arrangements that take advantage of available economies. Charges deviating significantly from these principles may be only partially paid.
Please also keep in mind that the Treasurer works with only limited assistance. Please submit requests for payment that provide all of the needed information and include all of the necessary calculations (e.g. currency exchange calculations). Significantly incomplete requests may be returned for completion; payment will probably be delayed in less extreme situations.

GUIDELINES:
IUPS will pay normal, reasonable, and customary travel expenses for approved travel relating to IUPS business. Payments normally will be made as after the fact reimbursements. Travel advances will be made only for specifically approved exceptional situations (approval must be obtained in advance from both the Secretary General and the Treasurer).
Requests for reimbursements will be promptly processed as they are received in the Treasurer’s Office. No specific voucher form is required, but payment will be expedited by provision of clear and complete information, including travel dates, air ticket receipts, and other necessary receipts (see below).
Currency exchange rates effective either on the dates when expenses were incurred, or as close to those dates as may be available, must be provided and used for all items denominated in currencies other than US dollars (USD). Traveler’s calculations of conversions will be verified by the Treasurer’s Office. Please use one of the established Internet Currency Converter Sites to determine these rates. Please include your estimated total costs (in USD) in your requests.
To the extent possible transactions should be in USD. The preferred method for reimbursement will be wire transfer. Domestic (US) reimbursements can be via check if that is preferred. International reimbursements can be via check if necessary, but recipients must then pay currency conversion fees. For international wire transfers IUPS will pay conversion fees. Checks will be sent regular post. If you would like your check sent to you via Federal Express or United Parcel Service or DHL, please provide an account number with your receipts.
Original receipts are required for every item for which you wish to be reimbursed, except for accommodation and meals not already paid for by IUPS. Meal allowances for unpaid meals will be $12 breakfast, $15 lunch, and $40 dinner ($67 total/day).

Allowable expenses include:
• airfare (economy coach only; upgrades at traveler’s expense)
• other direct travel expenses [airport transport (private car, van, taxi); visa fees]
• parking at home airport
• lodging during the meeting; the number of days will be determined for each meeting
• meals not already covered
• transportation from hotel to meeting and return (if necessary)
• phone calls only if related to IUPS business and dial up service for laptop
• rental car (only if no alternatives available)

Unallowable expenses:
• laundry
• alcoholic beverages
• spa or gym visits
• personal phone calls
• credit card fees
• movies or videos
• personal items

Please submit your receipts to:

Professor Malcolm S. Gordon, IUPS Treasurer
Department of Ecology and Evolutionary Biology
University of California
Box 951606
Los Angeles, CA 90095-1606

email: msgordon @ucla.edu
telephone: (310) 825-4579
FAX: (310) 206-3987

With your receipts, please include your home address, phone number where you can be reached, and email address.

For wire transfers, please provide the following information:

Name of Bank
Location of Bank (address, city, country)
ABA Number
Name of Account
Account Number (including bank routing number)
SWIFT Number

If you have any questions, please do not hesitate to contact Professor Gordon at msgordon @ucla.edu

August 2007