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Academy Travel Expense Policy and Reimbursement Form The Academy's travel expense policies serve as guidelines for the reimbursement of expenses in conjunction with Academy-related business (other than for the Annual Meeting) and to ensure compliance with IRS regulations. In general, the Academy will reimburse necessary, actual and reasonable expenses for individuals traveling on Academy business. Academy department directors or individuals they designate are responsible for reviewing submitted expenses and for determining which expenses are allowable based on these travel expense policies.
To be reimbursed, the Request for Travel Expense Reimbursement (XLS 30KB) must be completed and submitted as soon as possible, but no later than 30 days after the travel has been completed.
- Whenever possible, expenses should be documented by receipts. The Academy requires an original receipt for all expenses over $25. Note that IRS regulations state that credit card statements are not acceptable as documentation of expenses.
| Spouse/Relative/ Guest Travel |
The Academy does not reimburse any expenses for an accompanying spouse, relative or friend.
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| Hotel |
Reservations will be made for you by the Academy at the Academy’s contracted hotel. Room rate and tax only will be billed directly to the Academy. Incidental expenses will be charged to your credit card and, if appropriate, reasonable expenses can be 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 hotel costs, including room, tax, and reimbursable incidentals.
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| Airfare |
Individuals traveling on Academy business are required to purchase airline tickets at the lowest available non-refundable fare. Generally, the farther in advance a ticket is booked, the lower the airfare. Please try to book your flights as early as possible. 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. Charges for changes made for the traveler's convenience are the responsibility of the traveler.
The Academy only provides reimbursement for coach airfare.
Exceptions to these policies pertaining to airfare will be granted on a case-by-case basis for illness, family emergency, or other extraordinary circumstances.
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| Meals |
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.
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.
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| Ground Transportation |
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 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.
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| Incidental Expenses |
The Academy will reimburse reasonable expenses for:
- Tips for sky caps, bellmen, etc.
- Luggage fees
- Necessary telephone charges
- Other incidental expenses subject to adequate documentation
Note: Personal expenses such as laundry, travel insurance, health club fees and movies will not be reimbursed.
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