• 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). Receipts for expenses paid by credit card should show that the credit card was charged. 
    • 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.

    Types of Expenses Reimbursed