Travel reimbursement guidelines

To qualify for reimbursement for travel from the Office of the Insurance Commissioner (OIC), your travel must meet all of the following:

  • Your volunteer application process must be completed.
  • Travel requiring pre-approval must be approved before you incur travel expenses.
  • You must travel at least 50 miles one way for overnight travel approval consideration.
  • Your travel must be for SHIBA-related business, such as special training, outreach event assistance, or SHIBA volunteer conference.
  • You must pay for the travel and then submit your Travel Expense Voucher form (PDF 319.34KB) to the OIC for reimbursement.
  • Your travel costs must be less than or equal to the per diem rate (PDF 570.68KB)

Covered travel expenses

If your travel costs meet the OIC's requirements, then we may reimburse you for:

Transportation

We ask that you use the least costly option. If this is something other than driving, we will need a cost comparison. We ask that volunteers consolidate trips and carpool when possible, especially if volunteers from the same local group travel to the same location.

Lodging

The cost must not exceed the per diem rate (PDF 570.68KB), unless the OIC grants an exception during the travel request approval process.

The traveler's responsible for ensuring they're charged the government lodging rate.

Parking

Use the least costly option. Parking does not include tips, valet service, or extra in-and-out expenses. Keep receipts when provided.

Meals

The OIC reimburses meals only when an overnight stay is needed and you've received pre-approval. Meals are paid at the per diem rate (PDF 570.68KB).