Expense Reimbursement Policy - 2026 OEA Representative Assembly Per IRS regulations, to be paid, vouchers must be submitted no later than May 18, 2026. 1. General Reimbursement to delegates for OEA RA expenses shall be limited to those items and rates listed below. It is not intended that OEA cover all expenses to attend the RA. Cost in excess of these limits shall be borne by the delegate, Local Association or UniServe Council. If the Local you represent is to be reimbursed for your costs, complete the delegate expense voucher, and return it to your Local for reimbursement. Please Note: • RA reimbursements are processed in weekly batches and may take several weeks to complete as all information must be reviewed and verified before payment. Accurate submissions (submissions that adhere to the guidelines below) are processed earlier than submissions with issues that need research. • Delegates- Before submitting an expense, confirm that your local association is not submitting it on your behalf. If both you and your local submit the same expense - reimbursement will be significantly delayed, as resolving these issues take time for finance to research and verify. • Double-check your submission for accuracy and compliance with policy, as errors will cause substantial delays. 2. Meals Saturday breakfast and Saturday Award Reception will be provided by OEA. Please request expense reimbursement from your Local for all other meals. 3. Lodging A. Lodging expense for all delegates utilizing hotel accommodations shall be reimbursed at one-half the double occupancy rate plus tax, not to exceed $84.68 per night, (one half the rate of approved RA accommodations plus tax). Reimbursement requires you stay at the Holiday Inn Portland - Columbia Riverfront. (Failure to use the minimum number of rooms reserved results in expensive charges for our meeting rooms.) Please list roommate(s) on expense voucher. B. Delegates who reside within 50 miles of the RA site will not be reimbursed for lodging expenses. C. Delegates who reside 50 miles or further away from the RA site may be reimbursed for up to two nights’ lodging. Delegates who live between 50 and 100 miles from the RA site must attend the Award Reception to be reimbursed for the second night’s lodging. D. Delegates who live more than 100 miles from the RA site will be reimbursed for both night’s lodging. 4. Mass Transit/Parking Mass transit expenses will be reimbursed at the actual cost, receipt required. 5. Travel Travel expenses shall be reimbursed for those delegates who travel more than 100 miles total, at the rate of 36.25 cents ($0.3625) per mile, plus 2 cents ($0.02) per mile for each additional delegate passenger. (Please list names of delegate passengers on expense voucher.) 6. Dependent Care Delegates will be reimbursed for dependent care up to $100.00 per day, per family. Delegates who live within 50 miles of the RA site will be reimbursed for up to 1½ days of dependent care. Delegates who live further than 50 miles from the RA site will be reimbursed for up to 2½ days of dependent care. Pet care is not reimbursable. The Dependent Care Form and a receipt for services must be attached to this voucher to receive reimbursement.