October 15, 2003 - Cvent



American College of Cardiology

American College of Cardiology Foundation

VOLUNTEER TRAVEL POLICY

May 2007

I. Introduction

The purpose of this policy is to provide volunteers who travel on behalf of the College with instructions on booking travel and to outline guidelines related to reimbursement for travel expenses. This policy covers travel activities for the Board of Trustees, Officers, Committee Members, Faculty and volunteers who travel for College committee meetings, educational programs, editorial meetings, working group meetings or other official College business. ACC does not reimburse travel to attend ACC committee meetings and events that are held at the time of the ACC or AHA annual sessions. Outlined below are reimbursable expenses for transportation, lodging, meals and other travel related costs.

The policy is intended to provide general guidelines. Some committees may have additional rules and restrictions and specific committee travel guidelines will supersede volunteer travel policy. The ACC Staff Liaison will notify travelers if other policies exist for a particular meeting or for the general function of a given committee or task force.

II. Contact Information

• American Express RezExpress services

o 1-888-762-8728 ( to make business travel reservations

o 1-800-248-8563 service access code S-7RT9 ( for emergency after hours service

• SecurAssist emergency services while on travel status: 1-800-819-8692. Refer to ‘American College of Cardiology’.

• Key Committee Liaisons

All travel reservation and travel related expense reimbursement questions should be referred to the appropriate ACC staff liaison:

o Board of Trustees/ Executive Committee

Carolyn Thompson

Phone: 202-375-6601

Email: cthompso@

o Board of Governors

Stephanie Mitchell

Phone: 202-375-6446

Email: smitchell@

o Budget, Finance, and Investment Committee

Richard Goldberg

Phone: 202-375-6638

Email: rgoldber@

o Education Strategic Directions Committee

Stephen Coy

Phone: 202-375-6453

Email: scoy@

o Credentialing & Membership Committee

Rosemarie McMahon

Phone: 202-375-6675

Email: mcmahon@

o Quality Strategic Directions Committee

Karen Collishaw

Phone: 202-375-6359

Email: kcollish@

o ACC/AHA Task Force on Guidelines

Charlene May

Phone: 202-375-6361

Email: cmay@

o Advocacy Committee

Barbara Greenan

Phone: 202-375-6687

Email: bgreenan@

o International Committee

Sharyn Tenn

Phone: 202-375-6648

Email: stenn@

o General Volunteer Travel Policy, Compliance, and Reimbursement Issues

Carlton Davids

Phone: 202-375-6323

Email: cdavids@

III. Travel Policies

• Booking Travel/ Travel Authorization Required

Volunteers must obtain a(CHOOSE ONE) travel authorization number (TA#) from their respective ACC Staff Liaison contact at least 21 days prior to the travel date. Please reference the TA# in all expenditures associated with the travel. A TA# is required if you are booking your travel through American Express Travel Services.

• Air Travel

Volunteers are encouraged to book airfare through ACC’s official travel agent, American Express Travel Services. Airfare reservations secured through American Express will be charged directly to ACC. If a volunteer has a strong preference for booking travel through another travel agency or method, then the volunteer must pay with his/ her own funds and obtain reimbursement from ACC. Reimbursement for the cost of airfare will be limited as outlined below.

To ensure that the College obtains the optimal airfare price, volunteers are encouraged to book tickets at least three weeks (21 days) in advance of the meeting. Reimbursement for air travel, whether booked through American Express or other means, will be based upon the American Express Travel Services quoted coach airfare for a ticket purchased three weeks (21 days) in advance. Other modes of transportation and tickets obtained via a different source will be reimbursed up to the American Express quoted fare. Personal automobile usage reimbursement in lieu of air travel will be reimbursed at the approved IRS mileage rate ($0.485/mile as of January 2007), not to exceed the American Express Travel Services quoted coach airfare three weeks prior to travel date.

Any domestic airfare over $800 and international airfare over $1,200 will require prior approval from the staff liaison before making the reservation.

If an emergency arise requiring changes to a volunteer’s travel plans after booking the initial travel reservation, the College will pay for or reimburse for the service charge to change the reservation one time. Volunteers should notify the staff liaison that the reservation has been changed. Additional changes to travel reservations will need prior approval from the staff liaison in order for the College to pay or reimburse for additional service charges and/or cost of airfare.

• Lodging

The standard single rate hotel room charge will be included on the ACC master account when possible and will be paid directly by ACC. All other room costs will be charged directly to the traveler’s personal credit card. Volunteers are eligible for hotel reimbursement by ACC for the evening prior to the meeting and the evening of the meeting if the meeting ends after 3:00 p.m. Any additional room nights will be at the traveler’s personal expense. If the traveler stays at a hotel other than the hotel provided by ACC, reimbursement will be up to the preferred ACC standard single hotel room rate at the hotel provided by ACC.

• Meals and beverages

Generally, a traveler will be reimbursed for the cost of meals on meeting days when ACC does not provide meals. In addition, reimbursement for meals are allowable for dinner the evening prior to the official meeting day through lunch following the closing day of the meeting, if the volunteer is traveling on the day after the meeting ends. Meals will be reimbursed up to the following general guidelines and, depending on the city, may be reimbursed at a higher rate (receipts for $25 or more are required for reimbursement):

o $15.00 Breakfast

o $20.00 Lunch

o $50.00 Dinner

• On-site/ Other Transportation

The College encourages travelers to use discount airport shuttles or, if possible, to share cabs with other meeting participants. However, if this is not possible, taxi costs will be reimbursed. Additional local transportation (this does not include transportation to and from the airport), including public transportation, taxis, and parking fees, will be reimbursed up to $20 per day. Prior approval must be obtained from the appropriate staff liaison in order to receive reimbursement for automobile rental unless it is an emergency situation (i.e. flight cancelled). In an emergency situation, the volunteer will be reimbursed without prior approval.

• Other Costs

o Daily personal telephone calls, one telephone call home plus telephone calls related to College business (including fax and internet access charges), will be reimbursed up to $30.00 per day.

o Reimbursement for laundry charges is allowable for trips longer than five full days of travel.

o Reimbursement will be provided for either one hotel in-room movie or one hotel gym fee per day.

• Receipts

Receipts are required for all expenditures in excess of $25.00. Expenses for items greater than $25.00 cannot be reimbursed without receipts.

• Non-Allowable Expenses

o Entertainment, other than official College sponsored.

o Expenses of family members or personal guests.

o Other personal expenses not related to College business, (i.e., barber and beauty salon, gift shop, flower shop, golf related activities)

IV. Reimbursement for Travel Expenses

Reimbursement for expenses not charged directly to the ACC master accounts must be requested using the “Travel Expense Report for Officers, Committee Members, Faculty and Volunteers” (Exhibit A).

All expenses greater than $25.00 must be supported by a receipt. The Travel Expense Report is available in electronic fill-in form and can be obtained from your respective ACC Staff Liaison.

Travel expense reports must be submitted to the appropriate ACC Staff Liaison within 90 days of the end of travel in order to receive reimbursement. Upon approval by the ACC Staff Liaison, reimbursement checks will be processed and mailed to the traveler. Any outstanding travel expenses submitted for reimbursement more than 90 days after the event will not be reimbursed.

V. Clarifications

If you have any question or need clarification regarding this policy statement, please contact Carlton Davids at 202-375-6323 or via email cdavids@.

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