American Academy of Ophthalmology Web Site: www.aao.org
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 and to ensure compliance with Internal Revenue Service (IRS) regulations. In general, the Academy will reimburse necessary, actual and reasonable expenses for individuals traveling on Academy business. The Academy does not reimburse Annual Meeting expenses. Academy vice presidents, 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 for expenses incurred, a signed Request for Travel Expense Reimbursement (XLS 27KB) form should be be submitted as soon as possible after the completion of the business travel, but not later than 30 days after the travel has been completed.
- Whenever possible, expenses should be documented by receipts. All expenses over $25 must be documented by an original receipt (credit card statements are not accepted by the IRS as documentation).
- All international travel requires advance approval by the Executive Vice President/CEO.
- Questions concerning expenses not covered by these policies should be directed to the appropriate department director, the designated staff member, or the Academy's chief financial officer.
|Spouse/Relative/ Guest Travel
||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 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.
The Academy provides reimbursement only for coach airfare (i.e. not for business, first class or special seating in coach class).
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.
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 lunch expense to approximately $50 and to $100 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 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:
Examples of incidental expenses that will not be reimbursed include:
- Hotel and airline movies
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.
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