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Policy
It is the
policy of the American College of Healthcare Executives to reimburse reasonable,
actual expenses incurred when traveling on official ACHE business.
Procedure
AIR
TRAVEL
Reimbursement
for air travel is made at coach-class air fare by the most direct or most
economical route from the point of origin (traveler’s normal place of
business) to the destination. Discounted air travel is encouraged.
GROUND
TRANSPORTATION
Travel by
personal automobile is reimbursable at the IRS standard mileage rate in
effect at the time travel commences, although for extended automobile
travel, mileage reimbursement will be limited to the equivalent of round
trip, coach class airfare. Limousine fares incurred traveling to and from
airports, and taxi and bus fares incurred traveling locally between business
related functions are reimbursable at actual cost. Automobile rental will
be reimbursed when authorized in advance by staff. When renting in the
United States, all applicable insurance should be waived. Parking and
toll charges are reimbursable at actual cost when traveling by personal
or rental automobile and when not considered commuting expenses.
LODGING
AND EXTENDED STAY
The cost
of a single guest room is reimbursable for the evening prior to the meeting.
If an additional night’s stay is required because of an inability to schedule
a flight out, the cost of the room is reimbursable when authorized in
advance by staff.
When a direct
master billing to ACHE has been arranged for a room, only the room
rate and associated tax is covered. All other charges against the guest
room are the traveler’s responsibility upon check-out. Reimbursable items
charged to guest rooms such as meals, etc., should be submitted as part
of the reimbursement
request. Because of the short duration of most meetings, valet and laundry
charges are not reimbursable.
If the traveler
elects to stay in another facility, reimbursement is made only up to the
rate charged by the facility selected by ACHE. Reimbursement is
not made for transportation between the alternate facility and the meeting
site.
Weekend accommodations
associated with a discounted airfare are reimbursable when authorized
in advance. Meals or other expenses incurred during an extended stay at
the meeting site are reimbursable. The cost savings realized from a discounted
airfare should be sufficient to cover any weekend meal, hotel, and car
rental expenses incurred as a result of the extended stay.
During an
extended stay at the meeting site travel to other locations for personal
reasons is not reimbursable.
MEALS
The reasonable
cost of three meals per day, if not provided by ACHE, is reimbursable.
The cost of meals purchased elsewhere is not reimbursable, when ACHE
schedules group meal functions as a part of official meetings. Meals purchased
for others are reimbursable for persons identified as those for whom ACHE has responsibility for such expenses. The guidelines
as of January 1, 2010 are:
Breakfast $20.00
Lunch $25.00
Dinner $60.00
Meal tips
are to be included with the cost of the meal.
The amounts
are for a specific meal, not for a full day; and only the actual cost
or the guideline amount will be reimbursed, whichever is lower.
TELEPHONE
Telephone
charges relating to official ACHE business are reimbursable.
ENTERTAINMENT
Personal
entertainment expenses are not reimbursable.
MISCELLANEOUS
Please itemize
miscellaneous travel expenses when requesting reimbursement.
RECEIPTS
The following
documents are to be attached to the reimbursement request, as appropriate:
- Transportation
ticket stub.
- Receipts
for parking charges.
- Receipts
for all reimbursable items, showing amount, date, place and purpose
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