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Travel Expense Guidelines

The following guidelines are intended to answer the most commonly-asked questions concerning convention expenses. If you have other questions, please contact the national office at 1.800.804.9880 or by email to the Society’s Chief Financial Officer Brad Jewell at bjewell@phikappaphi.org.

  • Airfare. We have partnered with Options Travel to provide airfare booking services for each delegate. Once we have received your registration, you will receive a link from TempoTrip to make your flight arrangements. Please check junk/spam folders and add no_reply@tempotrip.com to your safe sender list to ensure that you receive TempoTrip’s email. Travel policies have been established with TempoTrip that will only allow economy airfare purchase. Due to the timing of the convention election, return travel cannot be scheduled any earlier than 2:30 PM ET on Saturday, Aug. 6. Flight costs will be charged to the Society, so there will be no need to submit airfare reimbursements
  • Personal automobile. The use of personal automobiles will be reimbursed at the prevailing Internal Revenue Service rate (62.5 cents per mile for August 2022). However, the mileage reimbursement will not exceed the cost of airfare that would have been incurred if air travel had been used. Mileage will only be reimbursed for miles to/from the traveler’s residence and the convention hotel. If you are seeking reimbursement for mileage, please provide the following information: (1) documentation supporting the number of miles from your residence to the convention hotel and (2) a travel agency estimate of equivalent airfare cost with date stamp (online travel services, such as Expedia, are accepted.) The national office will reimburse 30-60 days after conclusion of the convention.
  • Lodging. A hotel reservation booking link and instructions will be emailed to each delegate by the national office once registration has been completed. The national office has arranged to charge room and tax charges only to the Society’s account for each chapter’s voting delegate for a maximum of three nights. Nights covered will be Wednesday, Aug. 3, Thursday, Aug. 4, and Friday, Aug. 5. Any room booked without our customized link will not be eligible for reimbursement or covered by Phi Kappa Phi.