4. FINANCIAL MANAGEMENT
4.2. EXPENDITURES
4.2.1. REIMBURSEMENTFOR TRAVEL/PERSONALEXPENSES
The AAFS policy pertaining to travel, lodging, and other expenses incurred in the accomplishment of AAFS business is as follows:
I. GENERAL
Without exception, all activities performed, purchases made or contracts entered into must have the prior approval of the Board of Directors or its delegated and authorized committees or employees.
Claims should be submitted on an official AAFS Travel and Expense Report and mailed to the AAFS office within five working days following the signing of a contract, completion of an activity, or purchase, if possible.
Following are examples of acceptable documentation:
• Air transportation – passenger ticket coupon
• Bus or limousine service – ticket stub or personal receipt
• Taxi fare – personal receipt
• Parking or toll fees – stubs or personal receipt
• Hotel bill – hotel issued itemized receipt
• Meals – cashier or personal receipt
• Phone calls – AAFS form or personal receipt
• Convention fee – registration receipt
• Purchases or contracts – itemized receipt or copy of contract II. TRAVEL
A. APPROVED IN ADVANCE
All travel must be approved in advance by the AAFS office. If AAFS approved travel is combined with other business, vacations, etc., payment of travel will be on a basis to be agreed upon in advance.
Public Conveyance.
Air travel will be restricted to coach, tourist or economy class.
Travel by train or bus will be authorized at a cost not to exceed the actual total cost of the trip (land transportation fare plus subsistence) or the cost of the most direct coach air route, whichever is less.
B. PERSONAL CAR
Travel by personal car will be authorized at a cost not to exceed the total cost of the trip (mileage expense plus subsistence) or the cost of the most direct coach air route, whichever is less.
Authorized automobile trips will be reimbursed on the basis of the prevailing government announced rate per mile as determined by the
shortest and most usually traveled route between the point of origin and the destination as indicated by Rand McNally Standard Highway Mileage Guide.
The recovery of costs incurred in the use of a personal car will be restricted to the owner. Passengers will be transported at no additional cost to the AAFS.
Policy and Procedure Manual Section 4. Financial Management
III. SUBSISTENCE (Hotel and Meals)
Maximum allowable expenses will be as announced in advance.
Subsistence claims must be itemized and documented, not to exceed
$75/day for meals. (AAFS Board of Directors, February 2005) AAFS credit cards will be used for official AAFS business only.
Telephone – where possible, advantage will be taken of low-rate periods.
A call made prior to 8:00 a.m. from western time zones to eastern zones makes use of low evening or night rates, yet the call reaches its destination during normal business hours. Similarly, calls originating from the eastern zones after 8:00 p.m. to western destinations arrive at reasonable hours and at low evening or night rates.
IV. OTHER EXPENSES
Expenses for items other than travel and subsistence must be for the conduct of AAFS business (i.e., taxi fare from hotel to meeting) and not for the personal convenience of the traveler.
4.2.2. EXPENSESFORCONTINUINGEDUCATION Reference 3.1.8.1.
4.2.3. EXPENSESFORANNUALMEETING
The annual meeting of the AAFS should be totally supported by the fees generated by the annual meeting. Annual dues income should not be used to subsidize the meeting. (Executive Committee, August 9-10, 1986)
4.2.4. EXPENSESFORBOARDOFDIRECTORS/OFFICERSMEETINGS Reference 3.1.6.3.
4.2.5. WORKSHOPCOMPENSATION
Reference 3.1.3.3.1.1. - Workshop Registration Fees and Income.
4.2.6. AUDIOVISUALEXPENSES Reference 3.1.6.5.
4.2.7. COSTREDUCTIONOFETHICSCOMMITTEEHEARINGS
ETHICS COMMITTEE: INVESTIGATIONS and HEARINGS
1. Actual reasonable expenses including travel costs, authorized by the chair of the Ethics Committee after approval by the Board of Directors, will be paid in accordance with AAFS policy.
2. Expenses referred to in 4.2.7.1. will include reasonable expenses incurred in connection with any investigation or hearing by members of the Ethics
Committee, the Fellow(s) appointed to investigate and/or present the case, and any consultants appointed to advise the Committee shall be paid by the
Academy in accordance with Academy policy. The accused, and any witnesses requested to attend by the Committee may also be reimbursed for reasonable personal travel and lodging expenses. If the hearing is conducted during the Academy Annual Meeting, participants shall be reimbursed for expenses only
Policy and Procedure Manual Section 4. Financial Management
3. Expenses for hearings may include room rental, certified court reporter, and transcription costs.
4. If timely disposition of a case permits, the hearing shall be held at the time and location of the Annual Meeting of the Academy.
5. If, at the request of the accused, a hearing is held at a location or time apart from that of the Academy Annual Meeting, or other date and place established by the Ethics Committee, all costs related to the hearing shall be paid by the accused.
4.2.8. AAFS ARCHIVALEXPENSES
Archives: Money expended by a section for archival materials shall clearly be for the benefit and use of the entire AAFS. The Board of Directors may approve specific exceptions. (Executive Committee, February 21, 1984)
4.2.9. LIABILITYINSURANCE& INDEMNIFICATION
Reference Section 1.4.6.
4.2.10. HONORARIATOMEMBERSISPRECLUDED
EXPENSES FORPARTICIPANTS IN THEPROGRAM OF THEANNUALMEETING– Internal Revenue Service requirements preclude the payment of an honorarium to a member of the AAFS to participate in the program.
4.2.11. MEMBER/PRESENTER/CHAIREXPENSES
All workshop participants who are AAFS members are responsible for their own expenses incurred when presenting the workshop. Non-member workshop
presenters may have a portion of their expenses reimbursed. Individual workshop organizers are strongly encouraged to obtain corporate sponsorship funding to offset any non-member expenses. The AAFS office shall make all travel and hotel arrangements for non-member presenters. Reimbursement of travel expenses will be made at coach rate only, and reimbursement of hotel accommodations will be based on the convention rate of a single room.
(Also see 3.1.6.4.)
4.2.12. PRESSRELATEDPROMOTION ANDEXPENSES
Funds shall be allocated to be utilized in the promotion of, and press relations during, the annual meeting. (Board of Directors, February 13, 1995)
Policy and Procedure Manual Section 4. Financial Management