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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. The only exception is a single instance of companion travel for the President, and this exception applies to one destination only.
    • Any expenses paid by IAAO on behalf of the President’s companion shall be treated as taxable income to the companion in accordance with applicable IRS regulations. IAAO shall issue a Form 1099-NEC to the companion for the value of such expenses, and the companion will be responsible for any resulting tax liability.
  5. In accordance with IRS requirements, reimbursement requests shall be supported and documented with detailed receipts except for meals. In the absence of a detailed receipt, a missing affidavit expense receipt form shall be submitted.
  6. Expense reports shall indicate the purpose of travel and shall be submitted within 14 days after the meeting.
  7. IAAO encourages virtual meetings whenever feasible to accomplish committee and task force work.
  8. Employees shall 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 an expected four times or more annually on behalf of IAAO.
  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.
    • 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. For international travel involving flights of 6 hours or more or travel across 5 or more time zones, IAAO shall authorize one additional recovery day prior to the start of business activities to allow for adjustment to time zone changes.
  3. Threshold rate for flights will be established on an annual basis by the Finance Committee. Flights above the maximum shall be approved by the Deputy Executive Director or Executive Director.
  4. IAAO shall 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.
  5. IAAO does not reimburse supplemental travel insurance.
  6. Rental cars shall have prior approval by the Treasurer or President.
  7. Economy airport parking shall be reimbursed at actual cost, not to exceed $25 per day. IAAO maintains a preferred airport parking provider with discounted rates and encourages travelers to utilize the preferred provider when practical and cost-effective. Travelers selecting alternative parking options should use reasonable judgment and select economical parking accommodation appropriate for the duration and nature of travel.
  8. Ground transportation including toll fee is reimbursable.
  9. Mileage shall be reimbursed at the IRS standard mileage rate in effect at the time of travel. Mileage incurred for dropping off or picking up approved IAAO travelers for a business-related trip is reimbursable up to one round trip per traveler per trip.
  10. Fines for traffic violations are not reimbursable.
  11. Other modes of travel shall be 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 shall 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 shall 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 shall include a detailed breakdown of charges.

Meals and Miscellaneous

  1. IAAO shall 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 shall 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 Submitting Expense Reimbursements page.