Travel Policy

Board of Directors and Council/Cabinet Chairs

The Academy/Association (AAOS) policy for Board Members’ AAOS Business Travel is outlined below. This policy is effective January 1, 2008.

Domestic Air travel

Travelers are encouraged to utilize Experient, AAOS’ official travel agent. When AAOS members use Experient, AAOS benefits directly, with complimentary air travel in proportion to the amount of airfare AAOS books through United Airlines, and the airfare and agent fees can be charged directly to AAOS.

Round-trip travel should be booked on one airline (i.e., the same airline for both the departure and return flights). If different airlines are needed or requested, please make arrangements through Kristy Glass (847-384-4175), Meetings Manager in the Convention and Meeting Services Department at AAOS.

Board Members and Council/Cabinet Chairs may fly First Class for all AAOS-related activities. They may also upgrade Coach class trips. If upgrades – purchased or through the use of mileage - are used, we need to follow IRS guidelines in terms of documentation and miles valuation.

Use of a private airplane is strongly discouraged due to liability issues as the Academy’s insurance will neither cover the volunteer traveling aboard a private airplane on AAOS business nor the AAOS.

Related topics

Spouse Travel

Spouse travel (i.e., transportation and meals) is reimbursed for Board of Directors’ functions that are designated as social functions. These are the Spring Workshop, the December Workshop and Board meeting, and the Annual Meeting. For these social functions the spouse’s air travel will follow the Board Member’s or Council/Cabinet Chair’s class of travel.

Paper tickets

Please avoid requesting paper tickets when making travel arrangements. The airlines have created interlining agreements (to facilitate flight changes that occur because of aircraft delays or weather) that have diminished the usefulness of paper tickets. Airlines also charge a $50 fee for issuing paper tickets in place of e-tickets, which Experient passes on to its customers. There is also a charge to send the ticket Federal Express. Finally, if a paper ticket is lost, there is a fee to replace it. If the ticket is unused, it must be returned to Experient, which will charge $30 to refund the unused ticket.

Flight changes

AAOS will reimburse the cost to change flights up to a reasonable amount depending on the facts and circumstances of the change.

International flights

Board Members and Council/Cabinet Chairs may travel Business Class for all international flights. (For purposes of this policy, flights to/from Canada and Hawaii are not considered to be international flights but will be reimbursed under the Domestic Air Travel policy outlined above.)

Hotel/lodging

Lodging accommodations should be made at mid-price hotels, such as Starwood, Hilton, Marriott, or Hyatt properties. AAOS will reimburse lodging expenses up to $250 per day including all taxes, with the exception of hotel stays in New York, Boston, and San Francisco, which are reimbursable at a maximum of $350 per day including all taxes. Lodging in Washington D.C. is reimbursable at a maximum rate of $300 per day including all taxes.

Travelers to Rosemont, Illinois are expected to stay at the Hyatt Rosemont, where AAOS has preferential room rates. Stays at other Chicagoland hotels will be reimbursed at the Hyatt Rosemont preferred rate and transportation costs are not reimbursable.

Meals

AAOS will reimburse individuals for meals in conjunction with official AAOS business at a rate of $125 per day, excluding those meals provided by AAOS. The entire $125 may be applied towards dinner. Meals taken in lieu of AAOS-provided or AAOS-sponsored meals are not reimbursable.

Other travel expenses

AAOS will reimburse individuals for usual and customary miscellaneous expenses related to travel in conjunction with AAOS business. Allowable expenses in this category include:

• Telephone up to $25 per day
• Internet usage based on the hotel’s access charge and reasonable usage
• Hotel in-room movie or use of hotel fitness center
• Customary gratuities for baggage handling, etc.
• Ground transportation to and from airports
• Valet laundry service up to $40 when travel covers seven consecutive days.
• Master accounts at hotels will only cover the room and tax. Any other expenses are to be paid by the traveler and claimed on the expense voucher, if appropriate.

Automobile travel

AAOS will reimburse individuals traveling in conjunction with AAOS business via personal automobile at the published US Government Internal Revenue Service rate per mile ($0.505 per mile effective 01/01/08). Hotel shuttle vans and taxis are the preferred mode of ground transportation. Small groups that find that car rental is the most cost-effective option should contact Kristy Glass for complimentary or discounted rentals. If it is necessary to rent a vehicle, insurance should be declined since AAOS has insurance to cover rentals. Please contact Tina Slager at slager@aaos.org or (847) 384-4270 for an insurance card.

SPECIAL RULES REGARDING TRAVEL

Add-on/Personal travel

Add-on/personal travel is defined as travel either before or after AAOS meetings that is scheduled at the sole discretion of the traveler or any spouse travel outside of what is outlined above. All expenses incurred with add-on/personal travel are the responsibility of the traveler.

Travel Expense reporting

Receipts

Original receipts are required for each travel expense item that is $25 or more, including taxi fares, but the traveler is encouraged to obtain receipts for all expenses.

Receipts for purchased upgrades should be included with each expense voucher seeking reimbursement for upgrades. If mileage is used, coupons or statements indicating upgrades used is acceptable. Mileage upgrades will be reimbursed at the following rates: $150 for 1000 miles, $300 for 2000 miles, and $450 for 3000 miles. Mileage upgrades are taxable income, but AAOS will gross-up the income for federal taxes after the end of the calendar year.

Expense reports (with attached receipts for all expenses of $25 or more) should be sent directly to the AAOS Controller, Tina Slager, in the Department of Finance & Accounting. Please submit expense reports within 30 days of the completed travel. This ensures timely reimbursement for you as well as accurate record-keeping for the AAOS.

Reimbursement Related to Spouse Travel

The Internal Revenue Service considers the cost of spouse travel assumed, paid, or reimbursed by an organization to be compensation (i.e., reportable income) to the Board Member or Council/Cabinet Chair and not a business expense. If the amount of the spouse expense exceeds $600 in any calendar year, an IRS Form 1099-misc will be issued for that year. It is AAOS policy to reimburse Board Members and Council/Cabinet Chairs for the estimated tax liability. A federal and state composite tax rate of 40% is used to determine the tax liability