Per-Diem Payment Form

Please review the following information and rules, which are effective from 2/1/25. Thank you!

• MILEAGE: Mileage is paid at the rate of four cents (.04) below the IRS mileage rate. The rate is set on July 1st of each year and shall be applied to the succeeding fiscal year (September 1 through August 31). Members shall submit a departing address in order to be reimbursed. Mileage shall not exceed the roundtrip mileage from home address to the destination.

• MEALS: When meals are provided by the IEA, no meal per diem is paid to the individual. The meals per diem is prorated to conform to the meeting time itself and the actual travel time to and from the meeting. Thus, should a meeting begin at 9:00 a.m. and adjourn at 4:30 p.m. and the traveler lived close enough to the meeting place and travelled after the normal breakfast time and before the normal dinner time, that traveler would not receive the breakfast and dinner portion of the meals per diem. However, anyone required to travel before the normal breakfast time and after the normal dinner times would be allotted the meals per diem portion for those meals.

• HOTEL: *Per IEA Policy, the maximum daily lodging allowance shall be the cost of the federal government rate plus taxes. NO DIRECT BILLING of any lodging charges, even if the hotel staff indicates otherwise. Except for unusual circumstances, members living within a 50-mile radius of the meeting shall not be paid the lodging portion of the per diem. We would encourage you to check out the offerings of hotel discounts available through the IEA’s Educator Access Discount Program by using your Educator Access card. Hotels throughout the state participate in this discount program.

• AIRFARE: If an individual pays for their own airfare, a copy of the itemized receipt must be attached to the per diem form for reimbursement. You must purchase your ticket at least 14 days in advance of travel. IEA will only reimburse up to the cost of a 14-day advance purchase airfare from the major airport nearest the member’s home address. Car mileage to and from the airport will be reimbursed for members to the major airport nearest the member’s home address (as determined by the IEA Headquarters Office.). Members shall submit the departing address in order to receive reimbursement. Airfare reimbursement shall not exceed the mileage reimbursement rate from the member’s home address to the meeting location. Reimbursement shall be limited to economy airfare rates, comfort upgrade fees will not be reimbursed.

• GROUND TRANSPORTATION/PARKING: The IEA will not pay for car rentals or gas expenses. Itemized receipts for taxi fare and airport parking are required for reimbursement. Parking reimbursement shall be limited to economy lot parking rates. Taxi fare shall be limited to basic rates; comfort upgrade fees will not be reimbursed.

• OTHER INFO: If an individual who must travel a long distance to attend a meeting arrives the evening before, or must stay for an extra night, their dinner/breakfast and hotel per diem are paid.

In most cases, checks will be ready for the individuals on the day of the meeting when per diems are received ahead of time (minimum five days prior to the meeting date; earlier deadlines may be imposed).

Per diems must be received within thirty (30) days following the meeting or incurrence of expenses in order to qualify for reimbursement.