Expense Reimbursements

Traveling to San Jose

Air Travel
Use The Travel Authority, the official assembly travel agency in order to charge your airfare directly to the Assembly. Tickets booked through another travel agent or directly with an airline are not reimbursable.

Book your travel as soon as possible for maximum saving and best choice of schedules.  In order to avoid incurring high last minute fares, the OGA limits payment for airfare to the 30-day advance-purchase amount.

The OGA pays for travel between your home and San Jose at the lowest logical round trip fare. If you make arrangements that add to the cost (a stopover in another city, etc.) you are responsible for the additional amount. The Travel Authority agents will specify this difference when you book your ticket; the OGA will invoice you for that amount.

Discounted fares are non-refundable, with fees for changes. Be sure of your schedule when you make your reservation. The OGA will pay change fees only when the assembly requires the travel change.

By Train
For some, Amtrak may be a convenient and economical option. Check fares and book tickets at Amtrak.com. Train fare is reimbursable, up to the equivalent of the discounted airfare (as determined by The Travel Authority).  Upgraded services (sleeper cars, etc.) are not reimbursable.

By Car
Drivers are reimbursed at the IRS rate in effect for the assembly dates, plus meals (up to $30 per day) and lodging (up to $52 per night) en route. If this total (including the cost of parking in San Jose) exceeds the discounted air or train fare that you and commissioners/advisory delegates who are your passengers would incur, reimbursement will be limited to the equivalent of the lowest available discounted air or train fare(s), as determined by The Travel Authority.

Ground Transportation
Complimentary assembly shuttle service will operate from the San Jose airport to the downtown assembly hotels on June 19, 20 and 21 and from the convention center to the airport on Saturday, June 28.  The two uptown assembly hotels provide complimentary airport shuttle service.

The downtown hotels are within 2 blocks of the convention center; there is very good light rail access to the uptown hotels.

Car rental and other ground transportation expenses in San Jose are not reimbursable.

Parking
Hotel parking charges in San Jose are reimbursable only if the total driving costs, including parking, are less than the lowest available airfare. Note that the uptown assembly hotels offer complimentary parking.

Accommodations

Assembly Housing
Complete your assembly registration online as soon as possible to reserve lodging in one of the assembly hotels. Allowable housing costs are paid directly to these hotels by the Office of the General Assembly. 

Reimbursement for charges for other accommodations is limited to $52/night.  Those who stay at home or in other private lodgings and commute will be reimbursed for mileage and parking, not to exceed $52/day.

Shared Room Costs:  Accommodations are paid for at the shared rate of one-half the hotel room rate, plus tax. If you share a room with another commissioner or advisory delegate, both your share and your roommate's share of the room charge are paid by the assembly. 

If you request a single room, or if your spouse or family shares your room, only your half of the room cost is covered by the assembly, and you will pay the hotel for the other half, plus tax.

Roommates
If you want to share a room but do not have a roommate, the G.A. Meeting Service can assist. If you would like us to select a roommate for you, indicate this when you register and fill in the requested information.

If you select your own roommate, fill in his/her name when you register. Make sure that he/she registers and lists you as the roommate. The reservation is not made until both registrations are complete.

You will pay the full room cost for any nights your roommate does not share the room, so choose a roommate with the same arrival and departure dates as yours to avoid incurring such additional costs.

Length of Stay
Lodging is covered for up to eight nights (from Friday, June 20) to enable participation in the Introduction to Anti-Racism Training on Friday afternoon.  Lodging for Thursday, June 19, will be covered for youth advisory delegates attending the YAD orientation that begins with dinner that evening.

Charges for additional nights are at your expense.

If you drive to San Jose, hotel charges prior to June 20 or after June 27 are considered a driving expense. Include these with related costs on your voucher. These are reimbursable provided the total (mileage, parking, lodging and meal costs en route) is still less than the lowest available airfare.

Payment
You will need a major credit card or a cash deposit upon arrival at your hotel to cover any room charges for which you are responsible and incidental charges such as meals and phone calls.

Other Expenses and Services

Meals
Commissioners and advisory delegates are admitted to group meals, including the G.A. Breakfast, with their badge; do not order tickets to these events unless you are purchasing them for a spouse or someone else.

Other meals are covered with the assembly per diem of $45 ($12-breakfast, $12-lunch, $21-dinner). The per diem begins with dinner on June 20 and ends with lunch on June 28.  When you register on site, you will receive a credit card with a preset limit equivalent to the per diem amount for your assembly stay. It can be used at the convention center concession areas, hotel restaurants and most other restaurants in the area.

Families
Spouses and children are welcome as assembly observers, at their expense.  You may reserve a double room when you register.

The assembly covers one-half the room charge for commissioners and advisory delegates; if you are accompanied by your spouse or family, you are responsible for paying the hotel directly for their half of the room charges. 

All observers, including spouses, must register and have an official assembly name badge in order to observe plenary sessions. You may register your spouse and pay the $60 advance registration fee (so he/she will receive a tote bag, Program, etc.) when you register, or he/she may register in San Jose for the $20 on-site registration fee.

Child Care
The General Assembly is a business meeting, with very long days and few family-oriented activities.  Commissioners are in meetings from 8:30 a.m. to 9:30 p.m. most days and should carefully consider whether to bring their children to the assembly.

Childcare options in or near downtown San Jose are very limited. Please check the box when you register to receive information on facilities and programs that may be able to accommodate a few children during the assembly.

Child care expenses (up to $30/day) are reimbursable for commissioners who would not otherwise be able to fulfill their duties.

Expense Reimbursement

As travel and hotel charges are paid directly by the assembly, and G.A. issued credit cards are used for meals on site, most commissioners and advisory delegates will have no other expenses to claim. 

Those who do (for mileage, etc.) will obtain an expense reimbursement form from the treasurer on site.  Receipts are required. Reimbursement checks will be mailed following the assembly.

Questions? 
With any questions about arrangements and policies for travel, accommodations and meals, contact:

G.A. Meeting Service at (888) 728-7228, x2417, or email.