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, 2013.
Domestic Air travel
Travelers are encouraged to utilize CorpTrav, AAOS’ official travel agent. When AAOS members use CorpTrav, AAOS benefits directly, with complimentary air travel in proportion to the amount of airfare AAOS books, 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 one class up from Coach for all AAOS Board-related activities. Board-related activities are defined as Board meetings, Board workshops, Board/Officer Retreats, the Annual Meeting, NOLC and the Fall Meeting. The three members of the Presidential Line may fly one class up from Coach for all AAOS-related travel.
Board members may also upgrade Coach class trips for all AAOS-related travel. If upgrades – purchased or through the use of mileage - are used, we follow IRS guidelines in terms of documentation and miles valuation. Receipts for purchased upgrades, up to $600, 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 $450 and since they are considered taxable income by the IRS, AAOS will gross-up the income for federal taxes after the end of the calendar year.
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.
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, Hawaii and Alaska are not considered to be international flights but will be reimbursed under the Domestic Air Travel policy outlined above.)
Flight changes and baggage fees
AAOS will reimburse the cost to change flights up to $400 which includes the airline change fees depending on the facts and circumstances of the change. The baggage fees charged by airlines for checked bags will be reimbursed for up to two bags. Overweight baggage fees will not be reimbursed.
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 CorpTrav 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 CorpTrav, which will charge $30 to refund the unused ticket.
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, Washington D.C., and San Francisco, which are reimbursable at a maximum of $400 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 $50 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.
Personal expenses are not reimbursable unless otherwise noted. Examples of these expenses would be child care, pet care, entertainment, clothing or toiletry purchases, and salon or spa services.
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 ($0.565 per mile effective 01/01/13). 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.
Expense reports (with attached receipts for all expenses of $25 or more) should be sent directly to the AAOS Director of Finance, 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
