Travel & Expenses
The information on this page is for Rotary business travelers. For information about district or global grant-funded travel, including how to arrange travel and Rotary's policies, go to our Grant Travel page.
Rotary's travel policy
If you are traveling on Rotary business, you need to follow Rotary's travel policy, which includes guidelines for expenses and reimbursement. We cannot reimburse you for travel expenses you incur before your travel has been authorized. It is your responsibility to pay for travel arrangements not funded by Rotary.
How do I submit my travel request?
Once you're authorized to travel on Rotary business, such as attending a training meeting or an event, you can make your travel arrangements for flights, hotels, and car rentals or mileage reimbursement using the Rotary travel form. Email your completed form to one of the designated travel agencies that work with Rotary International Travel Service (RITS). A travel agent will contact you.
How do I get reimbursed for my travel expenses?
Rotary reimburses travelers for reasonable and necessary business-related expenses. You should submit your completed expense statement with all required documentation, preferably as a single PDF, via email directly to Rotary's Accounts Payable department at ExpenseReports@rotary.org to request reimbursement.
- Expense statement (Excel) (PDF)
- Documenting Expenses
- Payment guidelines
- Payment guidelines FAQ
- RI exchange rates
- Guidelines for using RI exchange rates
- Automobile reimbursement rates
- Reimbursable activities of spouse form
- Directions for completing the reimbursable activities of spouse form
- Additional documentation requirements by country
- Car rental and personal vehicle information
Can I donate frequent flier miles?
Yes! Find out how to participate in our Rotary Miles program.