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Who makes hotel reservations for a visit?
The school that you will be visiting makes the reservations. The Visiting Committee chairperson will coordinate this with the school. Preapproval from WASC is needed when staying more than three nights on full visits. Note this in the remarks section of the Expense Voucher along with the reason for the extra night(s).
Who cancels hotel reservations?
Please make sure to notify the chairperson and the WASC office if you cannot attend the visit. Although technically it is the school’s responsibility to cancel the reservation, we would appreciate if you would also follow up and contact the hotel to make sure that they receive this information in a timely manner — WASC often ends up paying for a no-show!
Does WASC provide travel insurance?
Insurance in the amount of $250,000 is provided by WASC for accidental death while on official business for WASC. Coverage commences when an individual leaves their residence or place of employment, whichever occurs first, and ends upon return to their residence or place of employment, whichever occurs first. This coverage eliminates reimbursement for individual travel insurance.
Are food and lodging reimbursed?
The cost of meals while doing business for the Commission will be reimbursed. Charges for lodging are reimbursed at the single-room rate. Please contact WASC with any additional questions.
Am I reimbursed for the use of my car?
Yes, during 2008 we reimburse at the rate of 50.5 cents per mile. Please round miles to the next higher number (no decimals or fractions). Check with the WASC office for prior years’ reimbursement rates.
What about reimbursement for rental cars?
Reimbursement for car rentals will only be made for chairs of Visiting Committees for Hawaii school visits. Any other rental car reimbursement requires advanced approval from WASC.
What if supplies are needed on the visit that are not provided by the school?
Schools usually provide all supplies; however, small items can be itemized and reimbursed. Please contact WASC with any additional questions.
What expenses are not reimbursable?
Items on a hotel bill such as valet, laundry, movies, etc. may not be submitted for reimbursement. These items are considered personal expenses. We also ask that you keep phone calls from the hotel to a minimum; please avoid unnecessary personal phone calls.
We cannot reimburse expenses incurred due to the purchase of gifts, such as flowers or candy, for the secretaries at the school. If the Visiting Committee wants to buy a gift on their own, that is fine, but we cannot provide reimbursement for it.
How do I get an Expense Voucher?
The Chairperson should provide you with your Expense Voucher.
If I lose my Expense Voucher, how do I obtain a new one?
Call us at WASC and we can mail or fax another one to you.
Which receipts need to be submitted with the Expense Voucher?
Receipts for hotels, airfare, and rental cars need to be submitted along with the Expense Voucher. We do not need individual meal receipts; however, meal receipts for two or more people should be submitted. Receipts for any other miscellaneous item(s) should also be submitted.
How can I ensure that I receive my reimbursement as quickly as possible?
It is the desire of the Accounting Department to reimburse our members as quickly as possible. Adhering to the following will help to expedite this reimbursement process.
- Verify your address on the Expense Voucher to make sure it is accurate. If changes need to be made, please print clearly (be sure to include the zip code) and cross out the incorrect information.
- Indicate on the Expense Voucher which school or schools you are visiting and the location of the school.
- Each person must sign his/her Expense Voucher. It must also be signed and approved by the chairperson before submitting it to WASC. Mail the original Expense Voucher along with the necessary receipts. A faxed copy will not be accepted. (The only exception is in the case of a lost original.)
Where do I send my completed Expense Voucher?
Send your Expense Vouchers along with necessary receipts to:
Accrediting Commission for Schools, WASC
Attn: Mr. Jess Whipple, Accounting Department
533 Airport Boulevard, Suite 200
Burlingame, CA 94010-2009
Who should I contact with further questions?
Contact Jess Whipple, Accounting Department at jwhipple@acswasc.org or (650) 548-4376.
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