As a nonprofit association, NACE strives to provide safe
and comfortable accommodations while operating in a fiscally
conservative environment. Below is the travel policy for all
NACE Board members, Committee members, and employees. This
policy includes travel, lodging, and meals for NACE operations.
| Accommodation |
Covered by
NACE Travel Reimbursement Policy |
Board Member's
or Employee's Personal Expense: |
| Airfare: |
| |
Coach
rate for approved NACE travel. |
Excess
cost of upgrade to First Class ticket vs. coach fare |
| |
Saturday
nights with lodging (If cheaper than weekday travel) |
Travel
expenses related to outside business meetings/ appointments |
| Railroad: |
| |
Regular coach
(or First Class if less than coach airfare) |
Excess cost of
upgrade vs. coach airfare |
| Automobiles—Personal |
| |
Miles driven will
be reimbursed at prevailing IRS guidelines |
Non-NACE miles |
| |
Only owner/driver
will be paid |
|
| Local Transportation |
| |
Travelers must
use most economical means of transport—hotel shuttle,
ground services, or taxis. Gratuities at $1/ bag. |
Excess cost of
upgrade to rental car or limo vs. shuttle |
| Rental Cars |
| |
If the total cost
of the rental car is cheaper than shuttle and taxi. Mid-size
rentals are acceptable. Always refill car before returning;
submit gas receipts. Decline all insurance coverages. |
Excess cost of
rental vs. shuttle. Rentals must be for trips greater
than 150 miles. |
| Lodging - Hotel
/ Motel |
| |
Single room rate
(+ applicable taxes) |
Room service,
movie rentals, computers, laundry service, cleaning services,
valet parking, snacks, mini-bar charges, etc. |
| |
Self-parking fees
for personal auto or rental car |
Room upgrade |
| |
Approved hotels
and motels specified by NACE: Holiday Inn, Comfort Suites,
Howard Johnson's, Residence Inns, Days Inn, or equivalents |
Hotel upgrade
to another hotel/motel chain, e.g. Marriott, Hyatt |
| |
Bellhop: $1/bag
when arriving and departing. |
|
| |
Gratuities for
housekeeping: $1/day |
|
| |
Reasonable gratuities
to bellhop for movement of NACE exhibits |
|
| |
National Meeting/Board
Meeting as scheduled |
|
| Meals: |
| |
Meals incurred
on NACE business (three per day) |
Excess cost of
room service vs. restaurant charges |
| |
Receipts/invoices
for all meals costing more than $15 must be submitted |
Mini-bar charges
and snacks are not covered |
| |
When entertaining
for NACE, list all guest names |
Entertaining personal
friends/ acquaintances |
| |
Gratuities—16
percent maximum (if earned) |
Meal charges if
meals are already included in conference rates |
| |
Planned meals
by conference/seminar |
|
| Phone: |
| |
One personal call
per day, if overnight stay required |
Non-NACE business
phone calls |
| |
Committee and
Board members—one business related call per day |
|
| Spouse |
| |
Not covered |
Every expense
for spouse (travel, meals, lodging upgrades, etc.) |
| Conferences
/ Seminars |
| |
Travel request
must be approved by manager prior to trip |
Unauthorized conferences |
