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More information on allowable expenses and required reimbursement documentation

Travel

Mileage documentation

  • WSL reimburses mileage at the rate allowable by Washington State.
  • WSL can only reimburse mileage if a personal vehicle is used.—A signed statement is required for reimbursement.
  • Include a printed, mapped route from starting and ending locations showing miles driven—We cannot reimburse from an attendee’s home if it is more distant than the place of work.

For rental cars, send receipts from your rental car company that show the number of days for the rental and final amount paid, and fuel receipts. For motor pool vehicle, please provide documentation for the cost incurred for your use of the motor pool vehicle.

Plane/train/bus/ferry: Receipt from travel provider (airline, travel agent, etc.) indicating total amount paid and reflecting a zero balance. If receipt does not reflect zero balance, additional documentation to prove payment has been made will be necessary (copy of a credit card or bank statement—please highlight the appropriate line and mask your account number). This document should include your itinerary. We cannot reimburse any fees for booking travel.

Parking, taxis, vans, shuttles, etc: Receipt from travel provider. For hotel parking, an itemized hotel receipt is sufficient. Awardees are expected to use the most economical option available for parking.

Meals are not reimbursable.

Lodging

You must live more than 50 miles from the event to qualify for lodging reimbursement.

Provide itemized receipt from hotel indicating zero balance. If receipt does not reflect zero balance, proof of payment is also required (copy of a credit card or bank statement—please highlight the appropriate line and mask your account number).

Items not allowable for reimbursement include in-room movies/games, mini-bar items, room service, safe, etc. Parking should be reported under Travel, even if it appears on the lodging receipt.

When making reservations, please request either the government rate or the conference rate. Lodging rates (before taxes) cannot exceed the federal per diem rates for the event location. If no federal per diem is available, a conference rate may be requested. This is limited to a maximum of 25% over per diem rates as per state regulations. (10.30.30.a).

If you shared a room with another attendee(s), state so and then include only your share of the costs. If you shared a room with a non-attendee such as a family member, claim only what it would have cost if you were by yourself.