I just got back from traveling to Boston for work and reimbursements have been on my mind. I wanted to share a reimbursement practice that I learned from the last nonprofit I worked for.
It's often a hardship for nonprofit staff to pay out of pocket for expenses while traveling so we implemented a policy to provide staff a per diem while traveling on behalf of the organization.
To figure out the per diem rate we used the domestic per diem rates set forth by the U.S. General Service Administration. These rates are broken down by location/lodging/meals and incidentals. The map on the website makes it easy to find a location and per diem amount for that location.
In addition, for mileage reimbursement we also used the privately owned vehicle mileage reimbursement rate also put out by the U.S. General Services Administration. The rate changes with gas prices. This may not work for all nonprofits but it was certainly helpful for me.