CHAPTER I

Rotary Code of Policies 432
January 2013
2) the selection of specific airlines where Rotary needs to fulfill its contractual
commitments with its preferred airlines;
3) the selection of full economy/coach class fares (for the benefit of personal first or
business class upgrades), where lower discount fares may be available; noting no change
to the current travel policy for those entitled to business class where business class is not
available. (June 1998 Mtg., Bd. Dec. 348)
Source: November 1997 Mtg., Bd. Dec. 189
68.020.10. Local Purchase Expense Reimbursement
Reimbursement to Rotarians for locally purchased airline tickets authorized by RITS is to
be processed upon submission of applicable receipts on an official Rotary International
expense statement to the Finance Department or to the appropriate Rotary international
office or fiscal agent. The submission of the required documentation may not occur prior
to the commencement of travel. (November 2006 Mtg., Bd. Dec. 35)
Source: November 1997 Mtg., Bd. Dec. 189; Amended by November 2006 Mtg., Bd. Dec. 35
68.020.11. RI Staff Travel
The Board has adopted a “RI Staff Travel Policy” that applies to all Rotary International
and Rotary Foundation employees who are authorized to travel on behalf of the
organization. Unless there are significant cost implications to changes in this policy, the
general secretary shall be authorized to revise the RI Staff Travel Policy as circumstances
require. (November 2002 Mtg., Bd. Dec. 55)
Source: May 2000 Mtg., Bd. Dec. 462; June 2002 Mtg., Bd. Dec. 255
68.020.12. Spouse Travel Reimbursements
The Board has adopted the RI Policy Regarding Spouse Travel Expense
Reimbursements. Under this policy, Rotary will reimburse Rotary spouse travel only if
the function of the travel serves a bona fide business purpose for Rotary International and
the amounts requested for reimbursement are substantiated by utilizing a RI “Document
of Reimbursable Activities of Spouse.” Rotarians and spouses who fail to fulfill these
requirements shall not be reimbursed by RI for any expenses associated with the travel
and shall return to RI all amounts paid to them or on their behalf to RI in connection with
the travel. Persons who travel at RI expense may be subject to income taxes on the value
of the travel if the travel is not for a bona fide business purpose for RI. (June 2009 Mtg.,
Bd. Dec. 276)
Source: February 1998 Mtg., Bd. Dec. 313; May 2003 Mtg., Bd. Dec. 325; June 2009 Mtg., Bd. Dec. 276; Amended by November
2006 Mtg., Bd. Dec. 35
68.020.13. Master Account Billing Procedures
For all individuals traveling at RI expense, the general secretary shall limit the use of
master account billing procedures to the costs of the hotel room and tax only. All other
individual business expenses will be reimbursed according to the standard reimbursement
procedures.