Policies & Procedures Manual

Revised: 10/30/2015

Subject: General

Section: 4-1

Note: For purposes of the AALAS Policies & Procedures Manual (PPM), all portions considered “policy,” i.e., needing BOT approval for creation or revision, are indicated by bolded text. All portions considered “procedure,” i.e., not needing BOT approval, are indicated by un-bolded text.

J. The AALAS Travel and Expense Reimbursement Policy (T&ERP)

1. Guidelines. Within the designated budget:

a. AALAS reimburses Trustees, committee Chairs, and other individuals traveling on AALAS business for actual expenses incurred, including travel, hotel, meals, and AALAS business related incidental expenses (postage and telephone calls). No personal phone calls are reimbursed.

b. Volunteers are also reimbursed, as provided for in this T&ERP, for other authorized meetings requiring them to travel on Association business.

c. AALAS reimburses the current AALAS President for expenses incurred while performing duties as President of the Association, except as noted in e. (below). AALAS provides the AALAS President with a complimentary telephone calling card to use for AALAS-related business during his/her term as AALAS President. The card is active only during the President’s one-year term of office.

d. AALAS will reimburse up to $1,000 per trustee per year to cover costs for BOT members to travel to AALAS regional, district, and branch functions within their district, with the exception of the trustee’s home branch, to represent AALAS as delineated in section 4-9.

e. Officers and Trustees are reimbursed for travel expenses, as provided for in this T&ERP, for scheduled BOT meetings, except as noted in f. below.

f. Officers, Trustees, and Alternate Trustees are expected to pay their travel expenses to attend the Annual Session, including their National Meeting registration fee, except as noted below.

i. AALAS reimburses Officers, Trustees, and other volunteers such as Committee Chairs and Vice Chairs for hotel room and tax expenses personally incurred because of their early arrival at the National Meeting for required attendance at the Friday BOT Annual Session and/or the Saturday morning Leadership Orientation. The reimbursement will not include travel costs such as airfare and will not extend beyond hotel room and tax expenses for the Thursday and/or Friday immediately preceding the Opening General Session on Sunday.

ii. For unusual “hardship” circumstances in which a Trustee cannot fund expenses for the National Meeting, the Trustee should ask the represented district for support.

iii. For unusual “hardship” circumstances in which an Officer or Trustee cannot fund expenses for the National Meeting, and the represented district is unable to lend support, the Officer or Trustee may send a letter to the Executive Director, who will poll the Executive Committee for a consensus.

g. Alternate Trustees are not reimbursed for travel expenses, except in instances in which they are asked to attend a BOT Session in the Trustee’s stead. In such instance, the Alternate Trustee is reimbursed for travel expenses as provided for in this T&ERP.

h. Executive Committee and National staff travel to Branch and District Meetings.

i. National AALAS pays round-trip airfare or current mileage reimbursement (if the meeting is within driving distance for the Executive Committee member or staff attending) within budget.

ii. Branches pay all local expenses including:

a) Transportation to and from the airport;

b) Hotel and food;

c) Registration at the meeting.

i. Speakers invited to participate in AALAS sponsored special conferences are provided with complimentary meeting registration and may request reimbursement for actual expenses incurred in traveling to and from the conference up to and including all travel, hotel, meals, and related incidental expenses as outlined in the AALAS T&ERP and within the conference budget.

2. Requests for reimbursement

a. Separate expense reimbursement requests must be submitted by each individual on an AALAS Travel Reimbursement Form.

b. Requests for reimbursement must be submitted within 30 days of the date the expenses were incurred.

c. Original receipts for commercial travel and hotel expenses must be submitted. Receipts for all other expenses should be attached to the reimbursement form and must be submitted if the expense is over the amount established by the Executive Director. The form must be completed in its entirety (including dates of travel, places visited, etc.) and signed and dated by the traveler.

d. Requests for expense reimbursement exceeding the guidelines for transportation, accommodations and meals set forth below must be pre-approved by the Executive Director. Expense reimbursement requests without pre-approval and in excess of the guidelines must be approved by the Executive Committee.

3. Transportation

a. Air- and rail-travel reimbursement is for actual scheduled, commercial transportation, plus transportation to and from terminals.

i. Travelers should purchase tickets as soon as practicable after notification of the meeting/event schedule. Tickets must be purchased more than 14 days prior to the meeting/event. Executive Director approval is required in extenuating circumstances that make the 14 day minimum unfeasible. Ticket receipts must be attached to the expense voucher. Copies are not acceptable, unless reimbursement is being made by more than one party (notation of this should be made).

ii. To maximize the AALAS travel budget, the most economical airfares or rail service is required. Over Saturday night stay is encouraged if the savings is greater than the cost of the lodging and per diem. AALAS will not reimburse seat upgrades, first-class, preferential airlines, or direct flights if other flights are available within a reasonable time frame and schedule that provide a significant cost savings.

iii. If the traveler desires to purchase tickets that exceed the criteria set forth above, AALAS will only reimburse the portion of the ticket costs that meet the criteria. Approval from the Executive Director must be obtained prior to ticketing.

b. Automobile -- private auto, taxi, limousine, and rental car

i. Reimbursement for personal automobile expenses may not exceed the most economical ticket according to the criteria set forth above. The current AALAS mileage reimbursement rate is equivalent to the IRS allowable rate per mile.

ii. Rental cars. The use of rental cars is discouraged; most local travel requirements are easily arranged by taxi or limousines, and many hotels will provide courtesy transportation (AALAS will reimburse reasonable tips). The use of a rental vehicle must be approved by the Executive Director before the travel.

4. Accommodations

a. Rooms at meeting sites are usually arranged by the AALAS office or the organizing branch or district.

b. Rooms are selected on the basis of locale, cost and quality. Room charges may be billed to AALAS or reimbursed. The traveler is responsible for paying the incidental charges. i.e., telephone, fax charges, internet, room service, etc.

c. When accommodations are not arranged by the office, every effort should be made to locate an appropriate environment at an affordable cost.

5. Meals

a. Charges for food expenses are reimbursed in accordance with the general guidelines relative to per diem established by the Federal Government.

b. Food expenses exceeding the amount (see Section 5) established by the Executive Director require a receipt for reimbursement (indicate names if multiple parties).

Section: 5, I, C. Travel & Expense Reimbursement Policy (T&ERP)

1. A receipt is required for any expense over $15.

2. Meal expenses are reimbursed in accordance with the per diem established by the Federal Government (www.gsa.gov/perdiem).

3. Gratuities for baggage handling, portage, transportation drivers should be reasonable and customary, should not exceed $1/bag. Courtesy drivers may be tipped $1-$2 per trip. Exceptions must be justified.

c. If more than one individual is included on one check, the names of those individuals must be listed on the check receipt.

6. Alcoholic Beverages

a. Alcohol is not permitted during meetings in which AALAS business is officially conducted.

b. Alcoholic beverages may be reimbursed for at moderate expense for social occasions, such as dinner or social hours.

7. Spouses/guests

a. Spouses/guests may accompany you on travel; however, these expenses are not reimbursable.

b. When staying at a hotel, the difference between single and double occupancy (when applicable), meal expenses, etc., for a spouse are considered incidental, non-reimbursable expenses.

8. General

a. Expenses not specifically addressed in the AALAS T&ERP must be approved by the Executive Director before travel or submitting the expense report.

b. To whatever extent is possible, staff and members are encouraged to use travel expense reduction activities for the conduct of AALAS business. These may include conference calls (arranged by the committee Chair or the AALAS office) and electronic mail.

9. Insurance

a. AALAS maintains travel insurance as specified by the Executive Director.

b. AALAS carries a hired physical damage policy for rental vehicle coverage, which provides coverage for physical damage per accident with specified deductibles on comprehensive and collision.

i. When it is determined that a rental vehicle is necessary to conduct AALAS business, both the individual’s name, together with AALAS, should be stated on the rental agreement.

ii. Use of a charge card covering auto physical damage at no extra charge is also encouraged.

10. Miscellaneous

a. AALAS will reimburse miscellaneous expenses related to AALAS business travel. These include: Gratuities, parking, postage, and meeting preparation/supplies, i.e., copying, typing, etc.

i. Receipts must be submitted for these expenses if the item exceeds the amount established by the Executive Director.

ii. Gratuities should not exceed 20% of the expense.

b. AALAS reimburses for reasonable telephone charges required by AALAS business travel.

c. AALAS does not reimburse for personal charges such as entertainment, valet, laundry, etc.