Travel Policy (2018)

Updated: October 2018

Participants attending AHA meetings who plan to request reimbursement for travel expenses should make their own travel arrangements in accordance with the fullowing guidelines:

1. TRAVEL ARRANGEMENTS

The AHA will reimburse you for the actual price of your air, train, or bus ticket, not to exceed the following maximum amounts:

  • Within the Time Zone of the Meeting Location: $400 (including any baggage or service fees)
  • Outside the Time Zone of the Meeting Location (but within the continental US): $500 (including any baggage or service fees)
  • Alaska: $700 (including any baggage or service fees)
  • Hawaii: $900 (including any baggage or service fees)

Reimbursement for foreign travel will not exceed the price of a comparable fare from your home institution in the United States, as defined within the limits above.

YOU MUST REQUEST PRE-APPROVAL for any ticket that exceeds the maximum fare guidelines. If your fare is not pre-approved, the AHA will reimburse only the maximum amount for your time zone. When submitting for reimbursement, you must provide proof of the cost of your ticket, preferably including your itinerary.

Fees and Penalties:

  • The AHA will reimburse you for booking fees charged by a travel agent or website, as long as the total cost does not exceed the maximum fare amounts listed above.
  • The AHA will reimburse airline fees for checked bags or paper tickets, as long as the total price of the ticket does not exceed maximum fare amounts listed above.
  • Please check the restrictions on a ticket before purchase. Airlines charge a fee to change a confirmed reservation. The AHA will reimburse penalties or fees assessed for canceled or changed tickets in two circumstances: illness or other unforeseen circumstances (the latter with prior AHA approval).
  • The traveler is responsible for obtaining a refund or credit from the airline or travel agency for any unused tickets. The AHA will not reimburse for missed flights.

2. DRIVING TO THE MEETING

The AHA will reimburse mileage at the federal rate ($0.545/mile in 2018), tolls, and parking charges as long as the total expenses fall within the maximum travel amounts and do not exceed airfare.

The AHA will reimburse rental car expenses to and from the meeting (including gas) as long as the total expenses fall within the maximum travel amounts and do not exceed airfare.

3. TRANSPORTATION TO AIRPORT OR TRAIN

The AHA will pay transportation to and from an airport or train station. The AHA will also cover airport-parking charges at your home airport.

5. HOTEL ACCOMMODATIONS

The AHA will make lodging reservations for you at the AHA's meeting hotel. In advance of the meeting, the AHA will send you a hotel form to complete to indicate your lodging preferences.

Details about your hotel accommodations will be sent to you as the meeting date approaches. The AHA will pay only for the number of nights necessary for your attendance at the meeting, but will pay for additional night(s) if:

  • The cost of staying an additional night results in airfare savings greater than the cost of another night in the hotel and the cost of your meals.
  • An additional night's lodging is required in order for you to attend the meeting, e.g. the meeting begins early in the morning, or travel distance necessitates an additional night's stay.

If you are accompanied on the trip, additional guest charges at the hotel will be deducted from your reimbursement.

5. HOTEL INCIDENTAL CHARGES

Your hotel room and occupancy tax will be charged to the AHA. You will be responsible for your incidentals, e.g. non-business-related calls, in-room movie charges, etc. If you claim business-related telephone calls, please note the number and individual called.

6. MEALS

For meals other than working meals served during the meeting, please use your best judgment in charging them to the Association. The maximum reimbursement amount is based on the federal per diem rates for the city in which the meeting is held. Please check the GSA website for current guidelines.

7. REIMBURSEMENT PROCEDURES

Following the meeting, the AHA will send you a reimbursement worksheet to complete and submit with copies of your receipts. Please follow instructions on the form for submission and adhere to the deadline set by the meeting administrator. Please be aware that it may take several weeks to process your reimbursement.

Unless otherwise requested, the AHA will issue your reimbursement by direct deposit (ACH) to your banking institution. If you have not already signed up for direct deposit with the AHA you will be sent a direct deposit enrollment form through Adobe Sign, a secure document management system.

Please note that you have the option to forego reimbursement and accept credit for a charitable contribution to the AHA. We are also aware that some meeting participants are able to fund a portion of their AHA travel through institutional resources, and we appreciate this consideration of AHA budgetary pressures.