Travel Reimbursement Policy
Please contact AAA regarding any questions or pre-approvals: 301-634-7910, [email protected]
AAA reserves the right to deny reimbursement for any charges deemed to be unreasonable or excessive. Review this policy carefully. Any extenuating circumstances require prior approval from AAA. Combine form and scanned ITEMIZED receipts into ONE PDF document.
Deadline - All itemized receipts and information must be submitted within 30 calendar days of any meeting for which the attendee is to be reimbursed by the AAA.
Receipts Required - Must submit itemized receipts for ALL expenses such as travel (plane, train, bus, taxi, shuttle), hotel expenses, and applicable registration fees. Mileage will only be reimbursed if personal vehicle is used to/from home to meeting location at current government rate (or up to the rate of economy air fare, whichever is lower). Must include verification of miles via an online map tool included with your receipts (e.g. Google maps). If there is NOT a receipt, you will NOT be reimbursed.
Airline tickets will be reimbursed at the cost for coach (economy) cabin seating. Seat upgrades, baggage fees, or travel insurance will not be reimbursed. If you upgrade from coach/economy to economy plus or business/first class, reimbursement will be limited to economy airfare cost for the same flight. If you do not provide the matched coach (economy) airfare cost, then AAA will apply the closest coach/economy airfare. Purchases must be made at least 14 days or more in advance.
International Travel - AAA will reimburse the amount shown on the traveler’s credit card statement (if provided) or the calculated exchange rate on the day of the transaction. Please use oanda.com for currency conversions. The reimbursement form should be filled in using US dollars ($).
Hotel/Lodging expenses - per night rate, taxes, resort fee (3 nights for award winners and 2 nights for board meetings). Nightly rate may NOT exceed conference hotel room block rate. You will only be reimbursed up to the conference hotel room block rate.
Mode of transportation to get to the meeting location: Airfare or mileage (if using a personal vehicle to and from meeting), taxi/uber from the airport to the meeting and back to the airport. Mileage will only be reimbursed if a personal vehicle is used to/from home to meeting location at current government rate. We will reimburse parking at either the airport or meeting location (to coincide with the same number of hotel nights).
Meals - Meals will be reimbursed up to $50 per day, up to 3 days. Gratuities cannot exceed 20%. Alcoholic beverages are not reimbursable. AAA does not reimburse using a per diem rate. All receipts are required and must be itemized.
Non-allowable Expenses – Seat upgrades, priority boarding fees, baggage fees, overweight luggage, tolls, mileage to/from home to airport, gasoline, cost of COVID-19 testing, VISA applications, passport fees, Wi-Fi, travel insurance, alcoholic beverages, entertainment as broadly defined (movie and/or video games during travel or in hotel), books, magazines, newspapers, etc., spas and workout facilities unless included with hotel room. If a car has been rented or a car service has been booked without advance approval, AAA will reimburse only the equivalent cab (uber, lyft, etc.) fare to and from the airport and hotel.
Direct Deposit through Bill.com - AAA uses Bill.com to process payments via direct deposit or check. Please indicate how you prefer to be reimbursed on the reimbursement form. AAA will contact you to set up direct deposit if needed.
Wire fees: AAA will pay for any upfront bank wire fees that AAA’s bank charges, AAA will not pay for wire fees incurred at the recipient’s bank. If a check must be sent internationally with a tracking number, the shipping costs will be subtracted from the reimbursement total.
No double dipping allowed. If you have received more than one award/travel award/grant to attend the Annual Meeting or are an invited speaker, you will be reimbursed for only one, at the higher travel reimbursement allotted. Example: If received a travel award and the Building Community Scholarship, the recipient will be reimbursed at the higher reimbursement allotted.