Travel
CSF values efficiency and accountability in the use of organizational resources. Travel will only be undertaken when necessary to advance CSF’s mission, and related costs will be managed in a manner that is prudent, transparent, and consistent with CSF’s compensation philosophy.
Baseline Expectation of Staff Roles
CSF recognizes that travel is a normal and necessary component of its work.
Staff compensation packages are structured with the expectation that reasonable travel will occur as part of their duties.
As such, most travel expenses are considered included in staff compensation and not separately reimbursed.
Funding Source for Travel
Travel will generally not be charged to federal or restricted grant funds.
Travel may be paid from CSF’s unrestricted resources (e.g., donations or private foundation grants) when directly supporting CSF’s mission.
Travel may only be charged to a federal grant if:
The Board of Directors explicitly approves its inclusion in the grant budget, and
The expenses are consistent with funder requirements and allowable cost standards.
Approval Process
All overnight or out-of-state travel requires pre-approval by the Executive Director (or designee).
International travel requires Board approval.
If travel is funded by an external grant, it must also be approved during the grant submission process unless from an general operating or unrestricted grant.
Reimbursement Standards
When travel expenses are reimbursed, they must be:
Reasonable, necessary, and directly related to CSF’s work.
Documented with original receipts.
Within published per diem and mileage limits (using the prevailing General Services Administration rates as a guide).
First-class or luxury travel arrangements are not permitted to be charged to CSF. Staff may, however, choose to upgrade to advanced travel classes at their own expense, provided that the base fare eligible for reimbursement is clearly documented.
Alternative to Travel
CSF prioritizes the use of technology (e.g., videoconferencing) whenever practical to reduce travel costs and environmental impact.
Grant-Specific Addenda
Certain grants may impose additional restrictions or documentation requirements for travel.
Where applicable, CSF will publish a grant-specific travel addendum in the Grant Portal under the specific grant's page.
Enforcement
Failure to comply with this policy may result in denial of reimbursement, corrective action, or disciplinary measures.
Last updated