CIVIL AIR PATROL                                                                     AKW Supplement 1

Auxiliary of the United States Air Force                                            CAPR 173-2

Alaska Wing Headquarters                                                               17 October 2005

P.O. Box 14

Elmendorf AFB, AK 99506-0014

CAPR 173-2, 1 April 1999, is supplemented as follows:

11. Travel and Reimbursement procedures. These procedures summarize the travel policies and requirement

    of the Alaska Wing (AKW) civil Air Patrol. The purpose of these procedures is to provide reimbursement for

    actual, reasonable, and necessary expenses while traveling on AKW business.

    Alaska Wing Financial Committee Policy. All participation in CAP events must be approved via CAPF    

    17 for seniors and CAPF 31 for cadets prior to the event. Members may opt to pay all of their travel

    expenses so long as they have been approved via CAPF 17 or CAPF 31. In addition to the CAPF 17 of

    CAPF 31, any funding requests to the Alaska Wing Finance Committee for travel expenses must have a

    written endorsement by their unit commander prior to submitting the request (Note: Unit commanders should

    read and have understanding of this supplement in its entirety prior to endorsing any financial request). Funds

    permitting, it is the goal of the Alaska Wing
 

    Finance Committee to fund 100 percent of the travel expenses of Alaska Wing Headquarters members and

    50 percent of travel expenses of the unit member to participate for National, Pacific Region, or other Wing(s)

    events outside the State of Alaska. Funds permitting, the member’s unit is expected (but not required) to fund

    the remaining 50 percent of the member’s travel expenses. When the member’s unit is unable to fund the

    remaining 50 percent of the travel expense, it is the responsibility of the members to pay the remainder of

    these expenses.

    Travel Authorization (TA) Form. The TA is the expense form, which shall be authorized and approved 30

    days in advance (or more) of an AKW member’s trip. The request for approval shall be in writing and

    submitted to the Alaska Wing Finance Committee for two reading: thus at least 30 days advance notice. Any

    deviation form the original travel plans reflected on an approved TA shall be documented on the TA and

    approved by the Finance Committee. Any AKW member, whose requesting reimbursement (regardless of

    cost) shall submit an Expenditure Request (AKW Form 12) to the Finance committee for prior approval

    within 30 days.

    Tickets and military airlift. Quotes for and purchases of all airline tickets must be requested through the

    AKW office staff or designated staff member before submitting the TA, no exceptions. If lower airfare is

    obtained else where, the lower fare will be used. Tickets will not be purchased without approval of the finance

    committee or the Wing Commander. Requests for military airlift must be made well in advance through the

    Alaska Wing State Director’s Office. Members name rank, SSN, and time are required for military travel

    orders to be written.

    Food Costs. Invoices and/or receipts must support individual expenses up to, but not to exceed $40 per day

    for AKW reimbursement ($30 per day for National reimbursement) for food. However, if a traveler spends

    less than this, they will be reimbursed for actual expense.

    Other Expenses. Other allowable expenses include taxi fares. Parking, ferry/shuttle services, business

    telephone calls and other expenses necessary to conduct AKW business. The AKW does not reimburse for

    alcoholic beverages, tips, traffic violations, parking fines, lost airline tickets or similar expenses.

    Documentation. All AKW members or employees are required to submit original receipts for any expense

    they request reimbursement for from AKW. These receipts should include meal expenses, cab fare, rental car,

    hotel charges, and other charges necessary to conduct the official business function. If a copy of the credit

    card receipt is used for proof of purchase, the original customer copy of credit card charge receipts must be

    submitted. Reimbursement of unsupported expenses will be disallowed. Costs that are not necessary to

    conduct official business are not authorized. The following shall be attached to the TA when it is

    submitted for final payment:

            (1) A copy of the airline and/or other tickets.

            (2) Original hotel receipts.

            (3) Copy of the rental car agreement.

            (4) Original meal receipts.

            (5) Conference registration receipts.

            (6) Receipts for miscellaneous expenses.

e. Unused Transportation and Accommodations. When a member or employee finds they will not be using

    accommodations that have been reserved, the member or employee shall release them within the time limit

    specified by the carrier and/or hotel. The AKW will not reimburse charges incurred as a result of failure to

    release accommodations.

f. Travel Advances. An advance of approximately 90% of the estimated meal and incidental expense

    allowance may be made to a member or employee before the member or employee enters travel status. Upon

    completion of a trip, for which an advance has been issued, the member or employee is required to fill out a

    Travel Authorization (TA) within 5 business day of completion of the trip. If the member or employee is due

    an additional amount, final payment shall be made within ten (10) business days of the receipt of a properly

    completed TA. Members or employees shall not receive an additional travel advance until all previous

    advances have been closed out.

g. Waivers. During extenuating circumstances these policies may be waved by the Alaska Wing Commander.

h. Question. Any questions regarding financial procedures may be directed to the Wing Finance Officer (FM).

OFFICIAL

DAVE THOMPSEN, CAPT, CAP                                          CARL L. BROWN, Col., CAP

Chief of Staff                                                                            Commander