Travel Policy for ARIN Board Members
- Travel expenses incurred by elected members of the ARIN Board of Trustees ("Trustee") are reimbursed to the Trustee upon request, if their company or other organization does not reimburse them.
- Travel must be approved by ARIN in advance in order to receive reimbursement.
- All travel arrangements should be coordinated through ARIN's Executive Assistant.
- Additionally, the President of ARIN must approve any single estimated expense exceeding $5,000.00 in advance in order to qualify for reimbursement for such expense.
- Travel Expense Reports must be received by ARIN within twenty (20) business days of the conclusion of the travel.
- Travel Expense Reports submitted after twenty (20) business days will be considered for reimbursement only if accompanied by a letter to the President of ARIN detailing the reason for the delay in submission.
- The President of ARIN will review the letter and will determine, based on the circumstances outlined, whether to approve the reimbursement.
ARIN recognizes that Trustee's schedules can change, and sometimes last minute ticket purchases are often unavoidable. To the extent that schedules permit, allowable expenses for round-trip travel will be based on 14-day advance purchase rates on Coach Class flights within North America, the Caribbean Islands, and other locations to be determined at ARIN's discretion. In general, flights to meetings in and near our region will be Coach Class.
Business Class flights will be made on most International flights in excess of seven (7) hours inclusive of stopovers and change of planes. Whenever possible, ARIN looks for reduced-fare tickets, particularly for expensive overseas trips. However, upon request of the Trustee, ARIN will purchase a full-fare ticket in the applicable class of service.
Making Air Travel Arrangements
A) If made directly by the Trustee, ARIN will provide a round-trip airfare quote to the Trustee *prior* to said Trustee making his/her arrangements. This quote will be used as a budgetary ceiling for the Trustee to purchase his/her airline tickets. Actual cost must be equal to, or less than, the budget provided for each trip. The amount of reimbursement will be based on the cost of a 14-day advance purchase round-trip ticket from the Trustee's home location, or the actual cost of the ticket, whichever is less.
If the itinerary should include flights to other locations, ARIN will reimburse the Trustee for the portion of the ticket that pertains only to the ARIN-related meeting that the Trustee is attending (again, round-trip quote).
B) If made in coordination with the Executive Assistant, said Assistant will purchase the ticket for you. Please remember that this would not be a reimbursable expense.
Any and all fees associated with changes to purchased itineraries will be paid by ARIN (or reimbursed to Trustee) only if said changes have been requested and authorized by ARIN.
Upgrading Airline Class of Service
The Executive Assistant can request upgrades at the time of booking, using the Trustee's personal frequent flyer miles/certificates, or by the Trustee paying the difference between the fare that ARIN will provide, and the fare for the class of service the Trustee wants.
Hotel reservations will be arranged directly through ARIN to include arrival one day prior to meetings, departing the day after the meeting, or for a shorter stay of time, if applicable.
- Hotel rooms will be paid by ARIN on the Master Account for any ARIN Public Policy and Members Meetings (held either alone or jointly with another organization). For all other meetings, hotel reservations will be made by the Executive Assistant at the published group rate (when applicable) for the respective meeting. Payment for these reservations will be the responsibility of the Trustee upon check out of the hotel.
- If Trustee wishes to make his/her own reservations, please indicate that in advance to the Executive Assistant.
- Room rates in excess of the published group rate of a standard room at a conference hotel must be approved in advance, or may not be considered an allowable expense.
- Business-Related Expenses. ARIN will reimburse for necessary and reasonable, business-related expenses incurred by the Trustee as a result of performing ARIN duties including: telephone; facsimile; Internet access; and, teleconference calls. Any such expense expected to be greater than $100, must be pre-approved by the ARIN President.
- Incidentals. Hotel in-room services are the responsibility of the Trustee, such as: room service; laundry; movies; and, mini-bar (if available).
Meals and Incidental Expenses
Expenses are covered one of two ways:
Either: 100% per the current published U.S. Government standard per diem rates for meals and incidental expenses for domestic and international destinations.
Or: Keep all reasonable meal receipts (excluding alcohol), and be reimbursed for actual meal expenses.
The Executive Assistant will inform Trustees of the approved per diem rate for each destination. Trustees are entitled to full per diem reimbursement for each day of ARIN-related travel.
Reimbursement will be made for reasonable ground transportation to/from the airport and hotel, and from hotel to conference location when necessary; or, for auto rentals. Auto rentals will be based on rates for an intermediate size car rental for the travel period. Auto rentals must be approved in advance through the ARIN President.
ARIN will reimburse the following variable expenses; provided they are itemized on a signed (original signature or electronic) Travel Expense Report and the original, or photocopied, receipts for expenses greater than $25.00 are submitted with the report:
- Conference registration fees, if required by the Trustee's ARIN Board duties.
- Reasonable cab fare, in and around the city for transportation.
- Airport transportation costs (including tolls, parking, cab fare, and the current published U.S. Government rate for mileage when using a personal vehicle).
Allowable travel shall be to all Board Meetings, all Public Policy Meetings, and to other events identified by the Board as being desirable to having Board presence. Coverage for external events will be coordinated as per the 'Guidelines for Selecting ARIN Board of Trustees for External Travel'.
Trustees may be called upon to assist ARIN Advisory Council and ARIN staff with coverage at meetings where possible.
Outreach activities or speaking engagements shall be attended at the request of staff.
This travel allows Trustees to be more informed of the Internet ecosystem in which ARIN operates, and thus improves Board decision-making.