1. Eligibility for Travel Reimbursement
Trainees must have to travel 35 miles or more from home or their usual work location to the training site to be eligible for mileage reimbursement. This is based on the lesser mileage rule – transportation expenses must be reimbursed using the lesser of: 1) mileage between the employee’s home and the alternate work location (training site); or 2) mileage between the employee’s official station (usual work location) and the alternate work location (training site) times the Internal Revenue Service mileage reimbursement rate of .535. CAI will provide a Travel Reimbursement form at the training event for travel expenses (gas mileage, tolls, parking, taxi etc) incurred by the eligible traveler. Reimbursement will occur with documented receipts only. The travel reimbursement process is based on the guidelines and rates published by the OSC at http://www.osc.state.ny.us/agencies/travel/travel.htm 2. Eligibility for Paid Hotel Accommodation
Trainees will be eligible for overnight stays on the night before training, if the following conditions are met:
• The training will begin at 9:00 AM or earlier the following day;
• AND the trainee must travel 50 miles or 1 ½ hours or more from their office location to the training site.
For hotel accommodations, CAI will cover the cost of a double room accommodation at hotels that provide NYS overnight accommodation rates. If the trainee desires to stay in a single room, the trainee must pay the hotel directly for the difference between single room rates and one-half the cost of a double room. The Contractor will cover the cost of single room accommodations in “odd man out” situations (e.g., 12 females, 13 males).
All rooms paid for by CAI are non-smoking. You must request a single room in order to reserve a smoking room. Hotels charge a substantial room cleaning fee if they determine that smoking has occurred in a non-smoking room. The hotel will directly charge the trainees registered for that room; TCHIP is not responsible for this additional fee.
Trainees will also need to present a form of payment for incidentals, and a tax exempt certificate from your agency is required. 3. Non-Reimbursable Costs
CAI will not reimburse for per-diem allowances for breakfast, lunch or dinner or childcare expenses.