Expense Reimbursement Policy
General: PAAA will reimburse members only for normal and reasonable expenses incurred in the fulfillment of official duties. All expenses incurred must be paid directly by the individual member. Direct billing to PAAA is not permitted. A separate expense form should be used for each different occasion or trip.
Receipts and travel expense report forms must be completed along with original receipts within 30 days of the meeting for all covered expenses.
Transportation: PAAA will pay the cost of round-trip coach fare for plane, train, or bus transport by the most appropriate route between home and place of destination. PAAA will reimburse you for round-trip travel by personal automobile at the rate per mile listed on the front of this form, over a direct route from home to the place of meeting as well as for tolls and parking fees incurred in such travel. Rental of mid-sized automobiles and taxi fares will also be reimbursed. Use of personal aircraft is strictly prohibited. Use of charter aircraft is discouraged and must be approved in advance.
Hotel/Motel: PAAA will provide a standard hotel room for one night at hotel where the meeting is being held. A detailed hotel receipt must be attached to this form. A credit card charge slip is not sufficient. All nonroom charges must be explained on this form.
Meals: Speakers are expected to participate in all planned meals provided by PAAA at the meeting. Coverage or reimbursement for meals during travel to and from the meeting are limited to the following amounts: Dinner $60; Lunch $30; and Breakfast $20. These amounts are per person, including beverages, tax and tip for the speaker only. See detail requirements above.
Other: Expenses will be paid for the spouse of an official representative of PAAA only when the spouse is included in the invitation and/or is expected to assist with the fulfillment of an official responsibility or duty. Miscellaneous or incidental expenses involved in carrying out assigned duties will be paid by PAAA but must be itemized above.
Gratuities: Up to twenty percent (20%) of the cost of services will be paid by the Association when such gratuities are customary. PAAA will not reimburse for hotel maid gratuities.
Exclusions: The following items will not be reimbursed by PAAA: laundry service; movies and other entertainment (including golf green's fees); shoe shines; reading material; personal telephone calls in excess of one per day while away from home overnight, any expenses relating to children, including babysitting; travel risk insurance (flight insurance); personal facsimile transmissions (FAX); parking/traffic fines.