Leadership & Governance
Reimbursement
Expense
Reimbursement
- All requests for
reimbursement should be sent to headquarters on the appropriate forms
within two (2) weeks of the meeting conclusion.
- Receipts should be provided
for all expenses and are required for all expenditures over twenty-five
($25) dollars.
- Mileage will be reimbursed
at the current IRS (Internal Revenue Service) recommended rate per mile.
- All volunteers are expected
to make air travel reservations at the most economical fare practicable.
- Transportation to meetings
includes a reasonable, economical means of travel available to and from
the airport.
- Lodging means hotel room and
tax charges only; it does not include meals and incidentals.
- Sharing accommodations is
encouraged whenever possible.
- Chapters are encouraged to
reimburse expenses not covered by ASLA for chapter trustees,
trustee-elects, presidents, and president-elects.
The
following items that may be associated with business travel will not be
reimbursed by ASLA:
- Meal expenses, except as
specified below. If meal, break, and beverage services are provided by
ASLA in conjunction with meetings and events, reimbursement for meals
taken elsewhere and other food items and beverages may not be claimed.
- Alcoholic beverages.
- Faxes, photocopies,
downloading/printing of meeting materials, postage, office supplies,
Internet charges, data ports, and telephone calls.
- Valet (laundry, dry
cleaning, steam/press, sewing/repair) services, barbers/hairdressers, shoe
shines/repair, and other personal grooming items.
- Entertainment expenses,
including in-flight movies and headsets; hotel pay-per-view movies; social
activities and related costs; newspapers, magazines, and books.
- Costs incurred by failure to
purchase or cancel travel or hotel reservations in a timely manner.
- Airline upgrades and airline
tickets purchased with frequent flyer miles.
- Baggage lost by transporter;
loss/theft of personal funds or property; optional business travel or
baggage insurance; personal accident insurance; personal property
insurance.
- Personal credit card annual
fees and finance charges.
- Incremental costs for
travel, lodging, meals, event, or other expenses for spouses and other
family members or guests, unless the individual has a bona fide purpose
for engaging in the travel or attending the event.
- Childcare, babysitting,
house-sitting, pet-sitting/kennel charges.
Executive
Committee members
will be reimbursed for travel and lodging expenses, and meal expenses to a
maximum of fifty ($50) dollars per day, incurred in connection with all
Executive Committee meetings, the midyear and annual meetings of the Board of
Trustees, and the annual meeting of the Society. (Registration fees and
ticketed events for the annual meeting of the Society are covered only to the
extent specified below.) Travel for chapter visitations and allied professional
and other meetings must be authorized by the Executive Vice President within
approved budget parameters; members will be reimbursed for travel and lodging
expenses, and meal expenses to a maximum of fifty ($50) dollars per day.
Vice
presidents will be extended complimentary annual meeting registration for the individual
officer and one (1) complimentary ticket for the annual meeting gala and
closing dinner.
The
president, president-elect, and immediate past president will be extended
complimentary annual meeting registration for the individual officer and his or
her spouse or guest and two (2) complimentary tickets for the annual meeting
gala and closing dinner.
Past
presidents will be
extended lifetime complimentary membership in the Society and lifetime
complimentary annual meeting registration for the individual past president and
his or her spouse or guest and two (2) complimentary tickets for the annual
meeting gala and closing dinner.
Candidates
for president-elect will be reimbursed for travel and lodging expenses, and meal expenses
to a maximum of fifty ($50) dollars per day, incurred in connection with the
winter meeting of the Executive Committee and the midyear meetings of the
Executive Committee, Board of Trustees, and Chapter Presidents Council. Candidates
for vice president will be reimbursed for travel and lodging expenses, and
meal expenses to a maximum of fifty ($50) dollars per day, incurred in
connection with the midyear meeting of the Board of Trustees.
The president-elect
designate and vice presidents-elect will be reimbursed for travel
and lodging expenses, and meal expenses to a maximum of fifty ($50) dollars per
day, incurred in connection with the summer meeting of the Executive Committee
and the annual meetings of the Executive Committee, Board of Trustees, and the
Society at which they assume office.
The parliamentarian will be reimbursed for travel and lodging expenses, and meal expenses to a
maximum of fifty ($50) dollars per day, incurred in connection with all midyear
and annual meetings of the Executive Committee and the Board of Trustees.
Council, committee, task force, and jury
chairs and members and official delegates and representatives will be
reimbursed for travel and lodging expenses, and meal expenses to a maximum of
fifty ($50) dollars per day, incurred in connection with meetings authorized by
the Executive Vice President within approved budget parameters.
Chapter
trustees will be
reimbursed for travel and lodging expenses (based on ½ the double occupancy
rate) over the standard deduction of two hundred ($200) dollars for the midyear
and annual meetings of the Board of Trustees. (Registration fees and lodging
for the annual meeting of the Society are not covered.)
Chapter
trustees-elect
will be reimbursed for travel and lodging expenses (based on ½ the double
occupancy rate) over the standard deduction of two hundred ($200) dollars for
the annual meeting of the Board of Trustees occurring immediately prior to
their assuming office. (Registration fees and lodging for the annual meeting of
the Society are not covered.)
Chapter
presidents and presidents-elect (or equivalent chapter officer) will be reimbursed for travel and
lodging expenses (based on ½ the double occupancy rate) over the standard
deduction of two hundred ($200) dollars for the midyear and annual meetings of
the Chapter Presidents Council. (Registration fees and lodging for the annual
meeting of the Society are not covered.)
The
student and associate representatives to the Board will be reimbursed for travel and lodging
expenses, and meal expenses to a maximum of fifty ($50) dollars per day,
incurred in connection with the midyear and annual meetings of the Board of
Trustees.
ASLA Administrative Policy:
2016