Physician Travel Expense/Reimbursement Policy and Form

An individual traveling on Academy business is responsible for any expense incurred by an accompanying spouse, relative or friend including, but not limited to, airfare, additional room charges and meals.

All meeting arrangements must be made by the Academy to ensure that available discounts are realized.

Generally, hotel room rate and tax will be billed directly to the Academy. Incidental expenses should be charged to the individual's credit card and, if appropriate, submitted for reimbursement.

When a committee member for personal reasons chooses an alternative hotel to that selected by the Academy, lodging expenses above the daily rate arranged by the Academy will not be reimbursed.

When a volunteer is traveling on Academy business other than a committee meeting, the Academy will reimburse reasonable and necessary hotel costs, including room, tax, and reimbursable incidentals.

Individuals traveling on Academy business are required to purchase airline tickets at the lowest available non-refundable main cabin/economy coach fare (tickets do not need to be booked in "basic" fare classes). Generally, the farther in advance a ticket is booked, the lower the airfare. Please try to book your flights as early as possible (30 days or more). Note: The Academy provides reimbursement ONLY for main cabin/economy coach airfare, not for premium coach, business or first class. 

If the Academy makes changes to the meeting schedule that require an individual to change travel plans, the Academy will reimburse any additional charges or penalties that are incurred. 

Exceptions to these policies pertaining to airfare will be granted on a case-by-case basis for illness, family emergency, or other extraordinary circumstances.

An individual may combine Academy business with personal travel, provided that any additional cost associated with the personal travel is paid by the individual. Subject to prior Academy approval, the total cost of business and personal air fare will be reimbursed if such cost is equal to or less than that which would have been incurred for Academy business alone.

In keeping with IRS rules that do not allow a deduction for flights booked with frequent flier miles, the Academy will not reimburse for the value of a flight booked via miles. However, add on fees paid in relation to the ticket (such as taxes and airport fees) may be submitted for reimbursement. 

Generally, meals provided in conjunction with a meeting are intended for members and staff unless otherwise indicated by the committee chair.

When a social or dinner is held in conjunction with a meeting, one guest per member or staff may attend that event, with the approval of the committee chair.

If a meal is provided in conjunction with a scheduled meeting, no individual expenses for that meal will be reimbursed.

We ask volunteers to use their good judgment about cost when dining in a restaurant. The Academy guideline is to limit the per person breakfast/lunch expense to approximately $60 and to $125 for a dinner.

The cost of meals while traveling (breakfast, lunch and dinner which are not provided by the Academy) should be reasonable and documented by receipts whenever possible. Any meal over $25 must be documented by an original receipt.

Business related meals and entertainment (i.e., those that have a specific business purpose) must be documented in accordance with IRS regulations to be eligible for reimbursement. Such documentation must include the date, place, people present, their business relationship to the Academy, and the business purpose.

The Academy encourages individuals to use the most economical form of transportation available, such as public transportation, hotel shuttles, or taxis. In general, the Academy does not reimburse for auto rentals or limo service except when required for business reasons or when they are less expensive than other forms of transportation.

When rental autos are used, collision damage waiver (CDW) coverage should be purchased unless the individual uses a credit card that provides such coverage automatically.

Individuals using personal autos on Academy business will be reimbursed at the rate currently allowed by the IRS.

Ground transportation between the individual's home, the airport and the meeting location, by shuttle, taxi or bus will be reimbursed.

Parking, with receipts, and tolls will be reimbursed.

The Academy will reimburse reasonable expenses for:

• Ground transportation to/from the individual's home and the airport and to/from the airport and the meeting location
• Tips for sky caps, bellmen, etc.
• Luggage fees
• Necessary telephone charges
• Parking when a personal or rental auto is used and reimbursed
• Other incidental expenses subject to adequate documentation

Examples of incidental expenses that will not be reimbursed include:

• Hotel and airline movies
• Travel insurance
• Dry cleaning/laundry, greens fees, tennis court fees, ski lift tickets, health clubs, spa fees, etc.
• Reading material not directly related to Academy business

All incidental expenses submitted for reimbursement are subject to review and approval by the Academy.