WASLA Expense Reimbursement Process

Volunteers may request reimbursement from WASLA for pre-approved expenses. Please use the following link to access the Reimbursement FormAll requests for reimbursement should be submitted within three (3) weeks of the expenditure and must adhere to the WASLA Expense Reimbursement Policy below. Checks will be mailed to the address provided on the form. Scanned original and itemized receipts are required for all expenditures.

Email completed form to the WASLA office.

If you have any questions, please do not hesitate to contact the office. 
206-443-9484
office@walsa.org

WASLA Expense Reimbursement Policy

Expenses covered by WASLA

  • Mileage. Miles will be reimbursed at the current IRS (Internal Revenue Service) recommended rate per mile.
  • Air Travel. All volunteers are expected to make air travel reservations at the most economical fare practicable. Travel during normal business hours and direct flights are acceptable. Charges for one checked bag will be reimbursed.
  • Ground Transportation. Ground transportation is reimbursed for economical means of travel to and from the airport – typically public transportation or taxi cab. Sharing transportation expenditures or ride sharing with other EC members, BOT/CPC members, or summit attendees is encouraged.
  • Lodging. Lodging means hotel room and tax charges only. Lodging is typically reimbursed for one night before and one night after WASLA authorized meetings, conferences, and summits that require travel. Sharing accommodations is also an option whenever possible or feasible, although it is not expected. Lodging for the annual meetings of the society are covered, partially, by ASLA national (see page 3). The chapter will pay for the remaining lodging expenses for the annual meetings.
  • Meals. Food and beverages will be reimbursed based on a daily allowance set by the chapter at the beginning of the year. Refer to the budget for the daily allowance. The daily allowance is averaged over the total length of the trip. Itemized receipts are required. Tips and alcoholic beverages are not reimbursable.
  • Registration. Registration for the ASLA Annual Meeting and the Annual WASLA Conference will be covered by the chapter in full for the chapter Trustee, President, and President-elect.
  • Excluded Expenditures. The following items that may be associated with business travel will not be reimbursed by the chapter:
    • Faxes, photocopies, downloading/printing of meeting materials postage, office supplies, internet charges, data ports, and telephone calls, unless the materials are specific to the meeting/event and prior approval was granted by the WASLA Treasurer.
    • Valet (laundry, dry cleaning, steam/press, sewing repair) services, barbers/hairdressers, shoe shines/repair, and other personal grooming items.
    • Entertainment expenses, including in-flight movies and headsets; hotel pay-per-view movies; social activities and related costs; newspapers, magazines, and books.
    • Costs incurred by failure to cancel travel or hotel reservations in a timely manner.
    • Airline upgrades and airline tickets purchased with frequent flyer miles.
    • Baggage lost by transporter; loss/theft of personal funds or property; optional business travel or baggage insurance; personal accident insurance; personal property insurance.
    • Personal credit card annual fees and finance charges.
    • Childcare, babysitting, house-sitting, pet sitting/kennel charges.

Expenses covered by ASLA National

  • Chapter Trustees and Chapter Trustees-elect will be reimbursed by ASLA national for travel and lodging expenses (based on ½ the double occupancy rate) over the standard deduction of two hundred ($200) dollars for the midyear and annual meetings of the Board of Trustees. Registration fees and lodging expenses not covered by ASLA national for the annual meeting of the Society are covered by WASLA, as noted on page 2. 
  • Chapter Presidents and Presidents-elect will be reimbursed by ASLA national for travel and lodging expenses (based on ½ the double occupancy rate) over the standard deduction of two hundred ($200) dollars for the midyear and annual meetings of the Chapter Presidents Council.  Registration fees and lodging expenses not covered by ASLA national for the annual meeting of the Society are covered by WASLA, as noted on page 2.

*Registration and Conference expenses are covered by the chapter because volunteers of the Executive Committee use their own personal time to attend these meetings.