The Hawaiʻi State Teachers Association reimburses members for various permitted expenses connected to official union business, such as meals, mileage, parking, taxi or ride-shares, airfare, etc. This page contains reimbursement rates, guidance about to whom you should submit your reimbursement requests and links to virtual forms and instructions.
Please note: Individual members should not send reimbursement requests directly to accounting. They must be approved by your UniServ Director or specialist before being processed.
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Expense voucher guidelines
Business expense
- Ordinary and necessary to justify the business purpose
- Bona fide HSTA chapter business purpose
- Meals are not lavish or extravagant
Permitted purchases
- Current meal allowance rates: breakfast, $10; lunch, $15; dinner, $20. Effective Sept. 1, 2025: meal allowance rates increase: breakfast $15, lunch $20, dinner $25.
- Mileage rate effective Jan. 1, 2025 – 70 cents per mile. Mileage rates will change every January 1.
- Parking fees, airport parking.
Adequate evidence for documentation
- Purpose of the expenditure, e.g., chapter RA.
- Date, location: office building, school, restaurant, meeting facility.
- Amount and description: itemized charges such as food, beverage, and tax.
- Original documentation: itemized receipt*, invoice, billing, statement.
*An itemized receipt is required. However, if it is not available, all of the above elements should be documented. A simple list of items purchased is sufficient.
Expense vouchers
- Expense vouchers (reimbursements) must be submitted within 30 days of the date of the activity.
Reimbursement rates
HSTA will reimburse meals at the member’s cost up to the meal maximum rate. Please see rate table.
| Current | Effective Sept. 1, 2025 | |
|---|---|---|
| In-state | In-state | |
| Breakfast | $10 | $15 |
| Lunch | $15 | $20 |
| Dinner | $20 | $25 |
| Out-of-state | Out-of-state | |
| Breakfast | $15 | $15 |
| Lunch | $24 | $24 |
| Dinner | $35 | $35 |
Hotel: Attach receipts
Taxi/bus/car rental/ride share: Attach receipts
Plane: Attach receipts
Auto mileage: The current IRS rate is 70 cents per mile. The rate will change every January 1
Other: Airport parking, other parking facilities, miscellaneous items
Where to submit reimbursement requests
Please note: Individual members should not send reimbursement requests directly to accounting. They must be approved by your UniServ Director or specialist before being processed.
Board and board committees: Jaime Cunnane – jcunnane@hsta.org
Standing and special committees: Specialist or UD
Chapter activities: Accounting office accounting@hsta.org
Receipts: Itemized, original or photo copy acceptable.
Please note: Individual members should not send reimbursement requests directly to accounting. They must be approved by your UniServ Director or specialist before being processed.
Deadline: Reimbursement request must be submitted within 30 days of the purchase. HSTA does not cover credit card finance charges.