Policies and Procedures Manual

American Accounting Association
Reimbursement Policy

Form 1 - By-Laws and Expense Policy Transmittal

No reimbursement is allowed for travel expenses to attend the AAA Annual Meeting, except for housing and meals for the days preceding or following the four convention days, necessitated by authorized attendance at committee, council or other special meetings.

Meals and incidentals will be reimbursed up to a maximum of $40 daily. However, if group meals are provided, the maximum will be reduced by $10 for breakfast, $10 for lunch and $20 for dinner. No receipts required.

Hotel charges are reimbursed at actual cost, excluding personal phone calls, movies, honor bar or other personal amenities. Detailed receipt must be provided.

Air and other public transportation is reimbursed at lowest available fare (premiums paid for business or first class air fare are not reimbursable). If there is an "official air carrier" appointed for a meeting, members will be reimbursed on the basis of the actual fare or "official air carrier" fare, whichever is lowest. Itinerary change fees will be reimbursed only with written statement indicating reason the change was unavoidable, or the change resulted in a lower fare. Receipt showing amount and flight information must be provided.

No reimbursement is allowed for extra travel insurance. The association covers all members and staff traveling for the AAA under a $100,000 accidental death and dismemberment policy.

Mileage is paid at the current IRS rate (50 cents for 2010). Long-distance driving will be reimbursed at the lower of mileage or lowest coach air fare.

Travel plans should be made more than two weeks prior to departure to avoid full-price air fares.