Travel Policies for Conference Meetings
Meeting Policies
1. Board of Directors, Council, & Student-Athlete Advisory Committee
Expenses incidental to meetings of the Council and Board of Directors shall be borne by the Conference. These expenses include
a. Transportation
i. Mileage allowance for automobile travel (50 cents/mile)
ii. Actual Coach Airfare
iii. Local transportation at the site of the meetings
iv. Mileage allowance between home and a local airport
b. Parking
c. Standard Room and Tax
d. Meals Not Otherwise Provided at Meal Allowance Rate
e. Entertainment
These travel policies are in reference to the two (2) regular meetings that the Council holds and one (1) regular meeting that the Board of Directors hold each year.
2. Standing Committees & Special Meetings as called by the Commissioner
Hotel, on site meal, and entertainment expenses associated with the meetings of any Standing Committees or Special Meetings shall be borne by the Conference. Airfare, mileage, meals not otherwise provided, and other incidental expenses are at institutional cost.
When convenient, Standing Committees may meet at national meetings and the WAC will cover expenses consistent with the above policy. Standing Committees include, but are not limited to, Academics, Code, Championships, Finance, Games Management, Gender Equity & Issues, Legislation, and Sportsmanship Committees.
3. Coaches Meetings
All coaches meetings are attended at institutional expense. When appropriate, meals will be provided in conjunction with these meetings.
These meetings are crucial to the overall operation of the Conference, thus all nine institutions must be represented. With the exception of extenuating circumstances, that have been communicated in advance, failure to attend these mandatory meetings will result in a fine of $500.
4. Sport Liaisons
Sport Liaisons are strongly encouraged to attend either the championship or coaches meetings of their respective sports. Expenses incurred as a result of liaison travel will be covered by the conference office in the same manner as the Board of Directors and Council.
5. Other Meetings
Expenses incurred by those individuals who are appointed by the Commissioner to represent the conference will be covered by the Conference office.
Reimbursement Policies
Airline tickets should be purchased at a minimum of 21 days in advance or earlier. Failure to do so might result in the institution having to cover the cost of the ticket. All tickets should be in coach class.
Meal Allowance will be $50 per day, based on $10 breakfast, $15 lunch, $25 dinner for meals in transit and those not otherwise provided. Please utilize the following time frame when requesting reimbursement:
Breakfast – Before 10:30 am
Lunch – Between 10:30 am and 5 pm
Dinner – After 5 pm
Expenses must be submitted to the conference office within 30 days after travel is complete. Institutions will not receive reimbursement if these expenses are not submitted within this time frame. Travel reimbursement forms can be found above.