Board of Directors
and Council/Cabinet Chairs
The Academy/Association (AAOS) policy for Board Members’ AAOS
Business Travel is outlined below.
policy is effective January 1, 2017.
Domestic Air travel
Travelers are strongly encouraged to utilize 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 apply and have access to 24 hour travel assistance. In
addition, AAOS receives complimentary air travel certificates in proportion to
the number of tickets and/or the amount of airfare AAOS books. These
certificates are then used for special, unbudgeted events or costly tickets.
(No reward miles are earned when traveling on a certificate.)
We encourage round-trip travel should be booked on one airline (i.e., the
same airline for both the departure and return flights). There are additional
fees for multiple carriers.
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.
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, statements indicating
upgrades are required. Mileage upgrades will be reimbursed at $450 and since
they are considered taxable income by the IRS, AAOS will include this in your
1099-Misc 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.
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
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
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.
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 Hampton Inn
where AAOS has preferential room rates of $125 plus tax, unless the meeting is
at another venue. Stays at other
Chicagoland hotels will be reimbursed at the Hampton Inn preferred rate and
transportation costs are not reimbursable.
Meals and Beverages
AAOS will reimburse individuals for meals and beverages 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 or a single
meal. Some programs or events may
limit the daily rate to less than $125 and notification will be made prior to
the event. 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:
- Wi-Fi usage on flights
- 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.
AAOS will reimburse individuals traveling in conjunction with AAOS business
via personal automobile at the published US Government Internal Revenue Service
rate per mile ($0.535 per mile effective 01/01/17). Hotel shuttle vans and
taxis are the preferred mode of ground transportation. If rental cars are
necessary, AAOS has negotiated special rates with Hertz and Avis. Please use
the following information when booking a rental:
Insurance should be declined since AAOS has insurance to cover rentals. Please contact Tina Slager at email@example.com or (847) 384-4270 for an
SPECIAL RULES REGARDING 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
Original receipts are required for each travel expense item that is $25 or
more, including taxi fares and car services, 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 should be sent directly to the AAOS Director of Finance, Tina
Slager, in the Department of Finance. These can be scanned and emailed to firstname.lastname@example.org, faxed to (847) 268-9470, or
mailed. 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
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 the Past President for the estimated tax liability as there is
substantial international travel on behalf of AAOS. A federal and state
composite tax rate of 40% is used to determine the tax liability.