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Vol. 3, No. 4 July 2007

MEMBER Q & A

This month we asked members whether or not they had an official travel policy in place. 16 AGF members responded to our survey question. 81% reported that they do operate under a travel policy, while 19% reported they do not. We also obtained details about the policies - who they apply to, how they are reviewed, etc.

Below are the questions posed, along with summaries of the answers we received:

Does your organization have a travel policy? Please explain.

1. The policy establishes limits on staff travel.
2. Travel must be approved prior to any ticket or hotel purchase, and follow state procurement rules.
3. Our travel policy covers the approval process, reasonableness, air travel, lodging, ground transportation, airport, personal vehicle,other reimbursable expenses, definition of personal expenses, business and personal travel, spousal travel, cash advances, documentation and airlilne/hotel benefits.
4. Very strict - especially based on recent negative press.
5. We reimburse travel for members of the Speakers Bureau, staff and Board at the current rate of 45 cents per mile, for travel by car. We also provide air fare and accommodations for approved travel to conferences and other meetings.

If so, has it been reviewed in the last two years?

86% - Yes
14% - No

1. Constantly reviewed for efficiency and adhereance by the Arizona Dept. of Administration.
2. We've had to adjust the mileage reimbursement rate several times in the last two years to keep up with rising gas prices.

Does it apply to staff and trustees equally?

69% - Yes
31% - No

1. Councilmembers must abide by the same guidelines.
2. Staff only.
3. We have separate areas which define the reimbursements, but they are the same guidelines.

Does it allow for Coach air fare only, or a higher levels permitted?

79% - Basic Accomodations only
0% - Premium Travel Options
21% - Other

1. Occasionally I upgrade on my nickel .
2. Trustees fly First Class, staff fly Coach.
3. Policy doesn't address fare levels specifically, but the intent is to limit expense.
4. In line with federal procurement allowances.