Projects of the Western Regional Children’s Advocacy Center (WRCAC) are funded by the US Department of Justice. When travel expenditures are paid for with Federal dollars there are specific requirements and stringent guidelines for documentation that must be followed. These requirements apply to everyone (staff, consultants, CAC staff and MDT members) who travel on Western Regional dollars.

• Department of Justice policies are very specific regarding rental cars therefore WRCAC does not pay for rental cars for staff and team members who are traveling on WRCAC training stipends / scholarships.
  
  
• WRCAC trainers and consultants must receive prior approval by the Executive Director or Project Director for rental cars. After approval trainers and consultants are expected to obtain the most economical rental car. The person renting the car is responsible for adequate insurance coverage. Documentation must include a copy of the rental car agreement and payment showing a zero balance for reimbursement.

• WRCAC will reimburse for use of personal cars being driven to and from trainings and other approved events. Reimbursement will be at the current federal rate (www.gsa.gov). Mileage can be recorded from the odometer or by map quest. The owner of the car must have adequate insurance and proof of insurance must accompany the request for reimbursement. Request for reimbursement must be submitted on the appropriate WRCAC form.

Airfare

• You are responsible for making your own flight arrangements and request reimbursement after the travel is completed. WRCAC requires that you make flight reservations at least three weeks prior to the travel date and to find the lowest air fare available. If this directive is not followed WRCAC may not reimburse you for the fare or reimburse you at a reduced rate. If for some reason you are unable to purchase your airline ticket contact the Project Director or Training Coordinator.
  
  
• WRCAC will reimburse for the cost of one checked bag.
  
  
• Travel Stipend recipients will not be reimbursed for mileage to and from the airport and/or airport parking.
  
  
• Reimbursement request must be submitted on the appropriate WRCAC form and be accompanied by a copy of your ticket / e-ticket, your original boarding passes and a receipt for checked luggage.
  

Taxis, Shuttles and Parking

• WRCAC does not cover the cost of taxis, shuttles and parking for recipients of training stipends and scholarships. Check to see if the hotel offers complementary shuttle service.
  
  
• Shuttle service may be provided for some WRCAC sponsored trainings and events. This will be noted in the training or event announcement.
  

Hotel

• Department of Justice regulations stipulate that WRCAC cannot exceed the federal rate for lodging (www.gsa.gov). This applies for all travel with WRCAC funds.
  
  
• For trainings and events sponsored by WRCAC we will negotiate with the event/training hotel for the federal rate, keep a room list and pay the hotel on a master bill. At the time of check in you will be required to provide the hotel with a credit card to cover the cost of room service and incidentals. If you chose to stay at a different hotel WRCAC will not reimburse you.
  
  
• If you are making your own hotel reservations and will be reimbursed by WRCAC you must obtain the federal rate. Reimbursement request must be submitted on the appropriate WRCAC form and be accompanied by the original receipt showing a zero balance. WRCAC will not pay for room service or other incidentals charged to your room.

Food

• WRCAC training stipends and scholarships do not cover the cost of food except than what is provided as a part of the event or training. The event/training announcement will specify what meals are included.
  
  
• Contracted trainers and consultants will receive reimbursement for meals based on the federal per diem rate (www.gsa.gov). Receipts must accompany the reimbursement request. WRCAC does not reimburse for alcoholic beverages that might accompany the meal.