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Program Awardee Reimbursement Policy for Presentations.

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Presentation on theme: "Program Awardee Reimbursement Policy for Presentations."— Presentation transcript:

1 Program Awardee Reimbursement Policy for Presentations

2 If you have budgeted funds for presentation travel expenses, you must adhere to the following policy as well as the AANA Foundation travel policy. All travel expenses must be related to presenting at conferences/meetings, and cannot exceed your final approved budget. If you have remaining funds in your travel budget from a meeting, you may carry it over to future presentations until your travel budget is depleted.

3 You must provide evidence of acceptance to present (i.e., award letters, meeting agendas that published your name) Flight arrangements secured a minimum of 3 weeks in advance of your trip Stay at the AANA sponsored hotel if presenting at an AANA meeting Typically the Foundation reimburses for 2 nights lodging for a standard room (unless otherwise stipulated in the letter regarding a separate Foundation award) $75 per diem for food Meals will be reimbursed for the awardee only (see exceptions on AANA Foundation travel policy) Meeting registration Shuttle/taxi to/from airport/hotel/home Mileage to/from airport/hotel/home (MapQuest reports are required for trips of 100 or more miles) Only expenditures during the open application timeline will be reimbursed, as well as future expenditures. (Example: if the application deadline is November 1, 2014, only expenditures from September 2014 onward will be reimbursed.) The approved expenses for a presentation are as follows:

4 Itemized receipts (not credit card statements) for all expenses must accompany expense reports. E-signatures on expense reports are acceptable. Please refer to the AANA Foundation travel policy for more restrictions and requirements.

5 Business Travel and Reimbursement Policy

6 The AANA Foundation recognizes that the conduct of its business requires significant travel by many individuals. While it is the intent of the AANA Foundation for its employees and other authorized individuals to travel in comfort when away from home, expenses incurred should not be lavish or extravagant. In addition, all expenses should meet any requirements imposed by the Internal Revenue Service and must be documented on an AANA Foundation expense report. While the AANA Foundation understands that unusual circumstances will arise on occasion, the guidelines discussed below are intended to ensure uniform application of expense approvals and compliance with IRS requirements. Unusual situations will be dealt with on an individual basis. Reimbursement will be made contingent upon adherence to the following guidelines. Purpose

7 Air transportation will be reimbursed based on the lower of actual airfares paid or the airfare price for a 21-day advance purchase with a Saturday night stay. Travelers should seek to obtain the lowest fares possible, without undue comfort or burdens. Airline tickets are to be booked using coach class only. Finally, the cost of upgrading service and travel insurance will not be reimbursed by the AANA. Air Transportation

8 AANA Foundation travelers should utilize the most cost effective means of ground transportation available. Hotel shuttles, airport to downtown bus service and/or other public transportation should be used where possible. Taxis and/or private limousines should only be used when they represent a cost savings, are required to meet time constraints and/or other means of ground transportation are not available. If necessary for business reasons, car rentals must be approved in advance by the appropriate Department Director. When approved, car rental reservations should be made in advance. Ground Transportation

9 When it is necessary for AANA Foundation travelers to use their personal autos on AANA Foundation business, they will be reimbursed at the current Internal Revenue Service rate. If travelers choose to use their personal auto in lieu of air, bus or rail transportation, the reimbursement will be based on the less costly of coach air fare (based on a 21-day advance purchase with a Saturday night stay) or the auto allowance. Personal Auto Use

10 Hotel reservations for specific AANA Foundation sponsored or Committee meetings are to be made through the AANA Housing Bureau. The traveler is responsible for notifying the AANA Housing Bureau of changes in travel plans requiring cancellation of guaranteed reservations. Lodging expenses will only be reimbursed for stays at AANA sponsored or prior approved hotels. Lodging

11 Expenditures for laundry or valet services are reimbursable if necessary, in emergencies, for business attire for trips involving five (5) or more nights. These expenditures must be incurred while on the business trip. Laundry/Valet Service

12 Meals consumed while on AANA Foundation business are considered reimbursable. Meals will be reimbursed at a total per diem rate of $75 per day. Please note that when the AANA Foundation pays for a meal on a master account or when one person pays for a group, the daily per diem claimed should take into account the fact that one or more meals were already provided for you. Meals

13 Expenses for entertainment of one or more business guests are reimbursable if the entertainment is related to a business purpose and the entertainment is reasonably expected and documented as part of the individual’s AANA Foundation responsibilities. Entertainment/Hospitality

14 The following types of expenses are considered not to be reimbursable. Other types of expenses may arise which are not listed. Such expenses may be discussed with the Director of Finance so that an appropriate interpretation of AANA Foundation policy may be reached. A. A.Premiums for travel accident insurance. B. B.Theft, loss of funds, damage or loss of personal luggage and/or effects. C. C.Travel expenses when either paid for or reimbursed by an outside organization. D. D.Personal entertainment (hotel movies), personal toll calls, barbering services, and other non-business or discretionary items. Non-Reimbursed Expenses

15 Travel advances are available for any business trip. Travel advances must be approved by the appropriate department Director and settled on the next expense report. Travel Advances

16 Expense Reports The AANA Foundation expense report is to be used to report all travel expenses and must be completed in accordance with the instructions printed thereon. All expense reports must be approved by the applicable department Director or his/her designee before being submitted to the Finance Department. Expense reports for Directors should be approved by the Executive Director (or his designee) with the exception of expenses incurred on behalf of any of the AANA Councils which are approved through normal Council procedures.

17 Expense Reports Expense reports should be submitted on a timely basis, preferably within one (1) to two (2) weeks following the business trip. Individual expenditures in excess of $25 must be supported by original receipts (photocopies are not acceptable). In the case of hotel expenses, the entire hotel folio is required as supporting documentation. The Finance Department has the responsibility to audit all expense reports and may request the individual to furnish any additional documentation or explanation necessary to support an expenditure. Reimbursement checks will generally be issued within ten (10) business days from receipt by the Finance Department. Approved by the AANA Foundation Board of Trustees June 12, 2013 Approved by the AANA Foundation Board of Directors 4/6/13

18 Recap If you have budgeted funds for presentation travel expenses, you must adhere to the following policy as well as the AANA Foundation travel policy. All travel expenses must be related to presenting at conferences/meetings, and cannot exceed your final approved budget. If you have remaining funds in your travel budget from a meeting, you may carry it over to future presentations until your travel budget is depleted. The approved expenses for a presentation are as follows: You must provide evidence of acceptance to present (i.e., award letters, meeting agendas that published your name) Flight arrangements secured a minimum of 3 weeks in advance of your trip Stay at the AANA sponsored hotel if presenting at an AANA meeting Typically the Foundation reimburses for 2 nights lodging for a standard room (unless otherwise stipulated in the letter regarding a separate Foundation award) $75 per diem for food Meals will be reimbursed for the awardee only (see exceptions on AANA Foundation travel policy) Meeting registration Shuttle/taxi to/from airport/hotel/home Mileage to/from airport/hotel/home (MapQuest reports are required for trips of 100 or more miles) Only expenditures during the open application timeline will be reimbursed, as well as future expenditures. (Example: if the application deadline is November 1, 2014, only expenditures from September 2014 onward will be reimbursed.) Itemized receipts (not credit card statements) for all expenses must accompany expense reports. E-signatures on expense reports are acceptable. Please refer to the AANA Foundation travel policy for more restrictions and requirements.

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