Travel Policy
Volunteers and AAOS Staff
The Academy/Association (AAOS) policy for AAOS-related travel for volunteers and staff is outlined below. This policy is effective January 1, 2013. Travel guidelines for members of the Board of Directors and for Council and Cabinet Chairs are outlined in a separate policy.
Please note that no member is eligible for reimbursement for travel to the Annual Meeting. This is the case even if a member is scheduled to attend a Council or Committee meeting during the course of the Annual Meeting.
Introduction
The AAOS recognizes that volunteers give generously of their time and spend time away from their practices to participate in AAOS events. When this dedication on the part of members is added to the fact that more than 3,000 trips are made by AAOS volunteers in the course of a year, it becomes paramount that the AAOS travel policy be fair, consistent, and easily understandable. In addition, it must provide for prompt and accurate reimbursement of expenses incurred. Finally, it must fulfill certain obligations required by the Internal Revenue Service and also adhere to principles of prudent management.
Domestic Air travel
Travelers are strongly encouraged to use CorpTrav, AAOS' official travel agent, to make their travel arrangements for AAOS business. In so doing the airfare and agent fees are charged directly to AAOS but travelers retain any reward miles that may apply. In addition, AAOS receives complimentary air travel certificates in proportion to the amount of airfare AAOS books. These certificates are then used for special, unbudgeted events or tickets that cost more than $750.
Round-trip travel should be booked on one airline whenever possible (the same airline going and returning). If different airlines are needed, please make arrangements by contacting CorpTrav with the details. If the ticket exceeds $600, CorpTrav will contact the AAOS Travel Specialist to authorize issuing the ticket.
Discounted non-refundable and non-transferable coach class tickets for scheduled meetings should be purchased at least 21 days prior to travel, as this will generally yield the lowest fare available. The fee to book the ticket is $20 if the ticket is purchased online and $30 if acquired over the phone – i.e., agent-assisted booking.
Reimbursement for discounted coach class will be limited to the 21-day rate. If your departure date is less than three weeks away and the price of discounted coach class airfare exceeds $750, CorpTrav may offer you the use of an AAOS earned certificate from United Airlines. However, no reward miles are earned when traveling on an earned certificate.
AAOS will reimburse for the additional fees charged by the airlines for checked bags up to a two bag maximum. Overweight baggage fees will not be reimbursed. Flight changes will be reimbursed up to $150 per round trip.
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.
Upgrades
Upgrade purchases are not reimbursable, including upgrades to Economy Plus.
International flights
Volunteers traveling on behalf of the AAOS can travel Business Class on all international trips. Staff members whose flight time is at least seven hours may also travel Business Class. (For purposes of this policy, flights to/from Canada, Hawaii and Alaska are considered domestic.)
West Coast travel
Staff returning to Chicago from the Pacific time zone may, at their option, stay overnight if they cannot arrange a return flight departing before 5pm Central time (3 pm Pacific Time).
RELATED TOPICS
E-tickets vs. 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 problems) that have diminished the usefulness of paper tickets. In addition to the $50 fee for issuing paper tickets, there is also a charge to send the ticket via Federal Express. If a ticket is lost, there is an additional fee to replace it. If the ticket is unused, it must be returned to CorpTrav, who will charge a fee 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 should stay at the Hyatt Rosemont, where AAOS has preferential room rates. Stays at other Chicago area 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 toward dinner. AAOS does not reimburse for meals taken in lieu of AAOS-provided or sponsored meals, or for meals after travel has concluded (i.e., after return flight).
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 hotel’s access charge and reasonable cost (See Exhibit A)
• 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 incidental expenses are to be paid by the traveler and claimed on the expense voucher, if appropriate.
Personal expenses are not reimbursable. Examples include, but are not limited to, child care, pet care, entertainment, and toiletry purchases.
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). If a personal vehicle is used in lieu of airline travel, mileage reimbursement may not exceed the cost of the commercial 21-day discounted Coach airfare. Automobile rental for travel in conjunction with AAOS business is discouraged. Hotel shuttle vans and taxis are the preferred mode of ground travel. Small groups who find that car rental is the most cost-effective option should contact AAOS’ Travel Specialist Tara Long at 847-384-4187, or by email at long@aaos.org for complimentary or discounted rental coupons.
SPECIAL RULES REGARDING TRAVEL
Add-on personal travel
Add-on or personal travel is defined as travel either before or after AAOS meetings that is scheduled at the sole discretion of the traveler. All expenses incurred with add-on travel are the responsibility of the traveler.
Expense Reporting/Receipts
Original receipts are required for each travel expense item that is $25 or more, including taxi fares, however, the traveler is encouraged to obtain receipts for all expenses. As required under IRS guidelines receipts for meals should be detailed showing individual food or beverage items. Hotel receipts should include detailed room folios.
Expense reports (with attached receipts documenting all costs of $25 or more) are due to the Accounts Payable Department within 30 days of the completed travel. This ensures timely reimbursement and accurate record keeping. Reimbursement checks are typically issued within two weeks of receipt of vouchers.
Exhibit A
Internet Access Procedures when Traveling
The traveling employee, member, or faculty will be reimbursed for Internet use for AAOS business or AAOS-related research. Some computer systems do not support all methods of Internet connection.
Internet access
In order to be reimbursed for Internet connectivity, the traveler must utilize one of the following:
• The hotel's local Internet service provider to access the Internet at the hotel's stated per diem rate. It is the responsibility of the hotel guest to obtain this information and specifics regarding log-on and/or passwords upon check-in, or
• His/her own Internet service provider if that provider has a local access number or toll-free access for the area where the employee, member or faculty is traveling. It is the responsibility of the employee, member or faculty to ensure that this option is a viable alternative prior to traveling.
Most national Internet service providers (ISPs) have areas on their websites where local access or toll-free access numbers can be found. Please note that when using the service provider's toll-free access number in lieu of a local access number, a surcharge or per-minute charge is typically added to the subscriber's monthly bill. This will be the subscriber's responsibility to pay and is not reimbursable.
Many national ISPs also have a customer service number to call for the local access number for a given travel destination. Small providers may not have a national access network. The traveler should contact his/her individual service provider for more details.
