Nonemployee Travel Reimbursement (NET) Guidelines

ICfL is pleased to host professional development, leadership, and advisory events for Idaho's library community and to help defray travel expenses. The following guidelines will help participants plan their travel, streamline the reimbursement process, and help us all use public funds responsibly.  These travel guidelines prioritize safety, promote cost-effectiveness, and seek to ease the time and financial burden of the traveler. 

Which Events Are Eligible?

Stipend is available for attendees traveling 50+ miles one way to:

  • Centralized Events: One-time, often in Boise.
    • Examples: Directors’ Summit, Summer Summit
  • Required Events: Mandatory for a grant or program
    • Examples: TBS Advisory, SPLAT, Beginning Readers (for grantees only)

Stipend is NOT typically included for:

  • Regional Events (held in multiple cities)
  • Voluntary Events (unless also centralized or required)

What's Required for the Stipend?

  • Attend the entire event
  • Complete registration with PaymentWorks
  • Complete the Non-Employee Travel Stipend Form
  • Travel must begin from your library town (or hometown if school is closed)

Travel Stipend Basics (Driving or Flying)

ICfL NET stipend is based on mileage only – no receipts needed.

  • Mileage is calculated as $1 per mile one way
  • Trip must be 50+ miles one way
  • Mileage is calculated town-to-town, using Google Maps (shortest safe route)
  • Only one stipend per library, unless 5+ staff require two vehicles
  • Only drivers can claim the stipend, not passengers
  • Carpooling is encouraged!
  • If you choose to fly, you’ll still receive $1 per mile one way, as if you drove.

Safe Travel Time: 6:00 a.m. – 8:00 p.m.

If your travel falls outside these times:

  • You may qualify for lodging the night before or after
  • ICfL uses Google Maps to verify drive times

Lodging & Meals

  • ICfL will book and pay for hotel rooms, when needed
  • You must stay in the ICfL-designated hotel – other lodging is not reimbursed
  • If ICfL provides loding, you will also receive a $30 meal stipend per night
  • If you waive lodging, you can still request the $30 stipend

Important Reminders

  • No receipts needed
  • Mileage-only stipend at $1 per mile (one way only)
  • Submit the travel form within 2 weeks of the event
  • Receive payment 4-6 weeks after conclusion of event
  • Cash your stipend check within 30 days (or sign up for electronic deposit)

Questions?

Ask your event organizer or program lead for help with:

  • Mileage eligibility
  • Lodging approval
  • Forms or timing