Reimbursement Policy

This policy provides the guidelines for reimbursing ASLA's volunteer leadership.

Expense Reimbursement

  • All requests for reimbursement shall be sent to headquarters following the appropriate process within two (2) weeks of the meeting conclusion.
  • Receipts shall be provided as outlined in the annual addendum.
  • 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, annual meeting 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 event that includes the installation of officers.

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 event that includes the installation of officers.

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 event that includes the installation of officers.

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 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 Chief Executive Officer within approved budget parameters.

Chapter trustees will be reimbursed for travel and lodging expenses (based on ½ the double occupancy rate) for the annual meeting of the Board of Trustees. (Registration fees and lodging for the annual meeting of the Society are not covered.)  The reimbursed expenses shall not exceed the amount outlined in the annual addendum.

Chapter trustees-elect will be reimbursed for travel and lodging expenses (based on ½ the double occupancy rate) 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.) The reimbursed expenses shall not exceed the amount outlined in the annual addendum.

Chapter presidents and presidents-elect (or equivalent chapter officer) will be reimbursed for travel and lodging expenses (based on ½ the double occupancy rate) for the annual meeting of the Chapter Presidents Council. (Registration fees and lodging for the annual meeting of the Society are not covered.) The reimbursed expenses shall not exceed the amount outlined in the annual addendum.

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; R2026