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Expense Reimbursement

Expense Reimbursement Instructions

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It is the policy of IAAO to reimburse the expenses of its employees and volunteers who engage in authorized travel on its behalf. IAAO will reimburse reasonable, necessary, and appropriately documented out of pocket expenses incurred in connection with IAAO business and meetings. Any items not included in these guidelines and deemed necessary to conduct IAAO business or deviate from these guidelines due to extenuating circumstances may be approved by the Executive Director or by the Board Treasurer.

Direct Deposit Form

General Guidelines

  1. IAAO business meetings and travel are approved as part of the annual budget process.
  2. IAAO does not reimburse expenses of a personal nature.
  3. IAAO does not provide honorariums for business travelers.
  4. IAAO will not reimburse expenses incurred by spouses, domestic partners or guests.
  5. In accordance with IRS requirements, reimbursement requests must be supported and documented with detailed receipts except for meals. In the absence of a detailed receipt, a missing affidavit expense receipt form will need to be submitted.
  6. Expense reports must indicate the purpose of travel and must be submitted within 14 days after the meeting.
  7. IAAO encourages virtual meetings whenever feasible to accomplish committee and task force work.
  8. Employees must have prior authorization from their supervisor and Executive Director if it’s outside of their job description to travel and incur expenses.
  9. TSA Pre-Check is reimbursable for those who travel on behalf of IAAO an expected five times or more annually.
  10. Global Entry and Passport fees are reimbursable for those who are expected to travel internationally on behalf of the Association. 
  11. Gratuity is reimbursable up to 20% for meals and taxi/shuttle services, $2 per bag for bag services, and $3 per night for hotel room cleaning services.

Transportation

  1. IAAO will only reimburse coach economy class airfare, and it should be booked well in advance to take advantage of lower fares.
    a) IAAO will approve expense reimbursement for a one-class below business class upgrade for flights over four hours unless there are only two classes available for that airline, in this case business class is eligible.
    b) IAAO will allow for a one-class upgrade in airline or train travel for medical reasons to be approved by the Treasurer or President.
    • IAAO will approve expense reimbursement for a one-class below business class upgrade for flights over four hours unless there are only two classes available for that airline in this case business class is eligible. 
    • IAAO will allow for a one-class upgrade in airline or train travel for medical reasons to be approved by the Treasurer or President.
  2. A threshold rate for flights will be established on an annual basis by the Finance Committee. Flights above the maximum must be approved by the Deputy Executive Director or Executive Director.
  3. IAAO will not reimburse for overweight baggage, seat selections and extra leg room fees, however, IAAO will reimburse all fees for up to 3 pieces of luggage for travel greater than 4 days.
  4. IAAO does not reimburse supplemental travel insurance.
  5. Rental cars must have prior approval by the Treasurer or President.
  6. IAAO has a group parking program with Park ‘N Go which provides discounted parking to IAAO employees. IAAO employees are free to select their own parking arrangements, however, IAAO reimbursement for airport parking will be limited to the standard rate plus taxes charged by Park ‘N Go.
  7. Ground transportation, including toll fees, is reimbursable.
  8. Mileage will be reimbursed at the IRS standard mileage rate in effect at the time of travel. Mileage incurred for dropping off or picking up IAAO staff for a business-related trip is reimbursable up to one round trip per employee per trip.
  9. Fines for traffic violations are not reimbursable.
  10. Other modes of travel are reimbursable up to the amount incurred if the most economical method is used.

Lodging

  1. IAAO negotiates room rates with hotels for board and committee meetings. IAAO will reimburse lodging if not provided by IAAO. The maximum rates for reimbursement will be the negotiated rate.
  2. IAAO will send out meeting notifications and will include information for lodging.
  3. A maximum room rate will be established on an annual basis by the Finance Committee. Hotel room rates above the maximum must be approved by the Treasurer or President.
  4. IAAO does not reimburse for incidental expenses such as entertainment, personal phone calls, mini bar etc.
  5. Receipts must include a detailed breakdown of charges.

Meals and Miscellaneous

  1. IAAO will reimburse meals including gratuity for a maximum of $30 for breakfast, $40 for lunch, $70 for dinner for a total of $140 per diem no receipts required. Travel day meal reimbursement is based upon actual arrival and departure time. For example, if the departure time for the outgoing trip is 2:00 PM, the maximum amount for reimbursement is $40 for lunch and $70 for dinner. In another example, if the traveler returns home by 3:00 PM, the maximum amount is $30 for breakfast and $40 for lunch.
  2. IAAO does not reimburse for alcohol purchases.
  3. If a meal is provided as part of a meeting, no reimbursement will be made for substitute meals.
  4. Reimbursement for reasonable incidental expenses incurred during travel not described by this policy will be reimbursed with approval by the Treasurer or President if explained and
    documented as to the necessity of such expense.

For information on submitting expenses, see the Expense Reimbursement page.