travel reimbursement

For State Agencies: The Environmental Council of the States (ECOS) has funding to reimburse travel expenses for up to two employees from each state and territorial environmental agency. Each state or territorial environmental agency is ultimately responsible for determining which two employees will apply for reimbursement. Prior to registration, individuals should coordinate with the appropriate managers/agency heads so that the agency can determine attendance and coordinate reimbursement requests. During the registration process, anyone registering as a state or territorial attendee will be asked to indicate an intent to request travel expense reimbursement. ECOS will be notified of the request upon registration. For more information please contact Kurt Rakouskas at ECOS at krakouskas [at] ecos.org.

For Tribal Agencies: The Institute for Tribal Environmental Professionals (ITEP) will provide a limited number of travel scholarships to eligible individuals representing Federally recognized Tribes and/or eligible Tribal organizations. Support for airfare, mileage, lodging, and per diem is available. Funding will be allocated on a first-come, first-served basis. For more information or to request a scholarship, please contact ITEP’s Lydia Scheer at lydia.scheer [at] nau.edu. 
For U.S. EPA Employees: Please include the following meeting-specific Project Code in your travel authorizations: MS181807. This will allow for tracking and reporting of EPA staff attendance and travel costs for EE2018, per Agency requirements.

 

All EE2018 attendees must make their own travel arrangements.

allowable expenses

Reimbursable state travel expenses include:

 

  • Air or rail transportation in Coach Class.
  • Privately owned vehicle (POV) mileage of $0.545 per mile and tolls. Interstate use of POV in lieu of less expensive air or rail must be pre-approved by ECOS.
  • Airport, train station, or hotel parking.
  • Ground transportation (e.g., subway, shuttle, bus, taxi) to and from originating airport or train station.
  • Ground transportation (e.g., shuttle, bus, taxi) from and to Dallas Fort Worth Airport (DFW) or Dallas Love Airport (DAL).
  • Lodging of $157 + tax per night for the nights of October 22, 23, and 24, 2018, only. Additional nights required to accommodate travel from outside the continental United States must be pre-approved by ECOS.
  • Meals and Incidentals Expenses (M&IE) equivalent to the FY2019 GSA Federal per diem (less costs for breakfast, which will be provided each day.) In accordance with GSA guidance, ECOS will reimburse 75% of M&IE on the first and last days of travel. 

The following expenses are not be eligible for reimbursement:

  • Sleeping room charges in excess of $157 + tax for three nights (e.g., room upgrades, reservations made after the cut-off date, rooms at other Dallas-area hotels, or additional nights not pre-approved by ECOS).
  • Internet access fees.
  • Travel insurance.
  • Rental car in lieu of less expensive ground transportation and without pre-approval from ECOS.
  • Premium air or rail seat fees.
  • Early check-in fees.
  • Checked baggage fees for more than 1 checked bag.
  • Breakfast on October 23, 24, and 25, 2018.

 

Please consult the ECOS Travel Policies and Guidelines for complete details. 

 

filing for reimbursement

After the meeting, attendees approved for reimbursement must correctly complete and submit an ECOS EE2018 Expense Form no later than November 28, 2018. Requests for reimbursement received by ECOS after November 28, 2018 will not be processed.

 

Please complete the form electronically, sign and date it, and e-mail a scanned copy along with copies of receipts for all expenses exceeding $25 to mswanson [at] ecos.org.

 

Keep all original receipts and your signed form for your records.

 

Do not mail any forms or receipts. Do not submit receipts for meals and incidental expenses (M&IE); ECOS will reimburse M&IE in accordance with the GSA Federal per diem.