To encourage participation in the association’s activities, AABB volunteers are reimbursed for travel expenses related to approved association business. However, to ensure that member dues are spent in a responsible manner, the AABB Board of Directors has instituted the following Travel Reimbursement Policy. Any variation from this policy without express approval from AABB’s Education and Professional Development Department will result in non-reimbursement of all or part of the travel expenditure. For more information or for advance approval to deviate from these policies, contact the AABB Education and Professional Development Department at +1.301.215.6482 (direct phone), +1.301.907.6977 (main phone), +1.301.907.6895 (fax), or email professionaldevelopment@aabb.org.
AABB reimburses volunteers who travel on approved association business for all reasonable and prudent expenditures in accordance with this AABB Travel Reimbursement Policy. Exception: Travel expenses for committees that meet during the annual meeting are not reimbursed.
All Domestic and International air travel must be booked through AABB’s official travel agency, MacNair Travel Management. Book your travel online at www.macnairport.com or by calling +1.202.496.1370 or +1.866.906.0036. Office hours are Monday through Friday, 8:30 a.m. to 7:00 p.m. (EST.) If you are creating a MacNair profile for the first time, it may take up to 72 hours to approve. Reservations made directly with an airline or another travel agency are not reimbursed. AABB understands that many travelers prefer to make their own arrangements or use their own travel agency. However, by requiring the use of its own agency, AABB can control its air travel costs and earn complimentary travel vouchers.
In order to take advantage of discounts, travelers are required to book a ticket at least 3 weeks in advance of their travel date. If the traveler receives notice of a meeting after the 3 week advance deadline, the ticket must then be purchased within 4 business days of receiving the meeting notice or assessment.
Travelers are expected to fly in coach class and use the lowest published fares. (Upgrades may be used if purchased at the traveler’s expense or with personal frequent flier miles.) For a savings of $300 or higher, travelers are expected to make one stop of no more than 2 hours in duration.
Travelers must use electronic tickets when available, as a fee is assessed to the association for paper tickets. At the time of reservation, travelers will be given a confirmation number by the travel counselor and then sent an itinerary by fax or email.
As a courtesy, AABB will purchase airfares that combine AABB business travel with personal or non-AABB travel, although the traveler must reimburse AABB for the personal portion of the trip. The traveler must get a quote from MacNair Travel Management showing how much the airfare would cost if the traveler used the most economical fare to travel directly to and from his or her home airport to the business meeting or activity, then determine the actual fare with the personal travel included. The traveler must then reimburse AABB for the difference between these two fares.
If the trip is charged to the AABB MacNair Travel Management account, the traveler must pay the difference in airfares by immediately submitting a check paybable to AABB to the AABB Education and Professional Development Department along with documentation showing the difference in airfares with and without the personal travel. If the charge is placed on one of AABB’s personal corporate cards, the check and documentation must be submitted when the bill is paid.
Travelers should call the 24-hour Emergency Travel Hotline at +1 877.638.0697 (Code: O-705) ONLY for itinerary changes on the road or after normal business hours. This number appears on the traveler’s itinerary. Please note that a fee per call is charged.
Should travel plans change, travelers must call MacNair Travel Management as soon as possible to cancel or alter the reservation. Tickets can only be voided the same day they are issued. If a paper ticket has been issued and then cancelled, the unused ticket should be retained as it has cash value. MacNair will maintain all unused, non refundable ticket information, in each individual traveler’s profile. (Please remember that airline tickets must be cancelled through MacNair Travel Management, AABB’s travel agency, and note directly with the airline.)
Those who travel at least once a year may submit a completed traveler profile form including all personal travel information such as delivery address, phone number, title, medical restrictions, frequent flyer numbers, special meal requirements and seat preferences. Forms can be found on the website at www.macnairport.com.
The Education and Professional Development Department makes hotel room reservations upon receipt of the traveler’s Meeting Attendance Form, which is included with the Meeting Notice. Travelers should not secure their own hotel rooms. The single room rate for the approved nights of the stay is charged directly to AABB, but the traveler is still required to provide a credit card for incidental charges such as food, telephone calls, etc., and extended stays that are for personal reasons. The traveler, upon departure, must pay any incidental charges or guest fees. AABB must be reimbursed for any incidentals or guest fees accidentally charged to AABB.
Hotel reservations must be cancelled in advance by calling the Education and Professional Development Department. Please provide as much notice as possible to avoid penalty fees to the association. For necessary last minute cancellations on a weekend or less than 1 full business day before the meeting date, the traveler must call the hotel directly. The traveler must request a cancellation number to be provided to the Education and Professional Development Department within 2 business days of cancellation.
The use of a personal auto for travel is reimbursed at the Federal Travel Rate, plus parking and tolls, as long as the cost does not exceed the price of coach airfare.
Rental car expenses are generally reimbursed up to the cost of taxi fare from the airport to the hotel and back, times the number of reimbursable fares transported. Travelers who require a rental car for other than local transportation from airport to hotel must obtain prior approval from the national office. Approved car rentals must be reserved through AABB’s travel agency and will be booked with AABB’s preferred companies only (if available). Travelers are responsible for any damage to the car or property and any personal injury resulting from the use of the car. Rentals cannot exceed mid-size. Travelers should consider use of a credit card with auto insurance coverage to cover the cost of any deductible. Travelers should carefully inspect the car and any damage found should be noted on the contract before the vehicle is accepted. Only the basic rental fee and gasoline fees are reimbursed. For example, charges for damage to the auto or extra (above local gas station) charges imposed by the rental company to fill a gas tank are not reimbursed.
Business class train tickets on regional liners (Acela Express not included) are reimbursed. Any fares over $250.00 must be pre-approved. The traveler can purchase tickets without using AABB’s travel agency.
Shuttle or taxi ground transportation to and from the airport, meeting location and meals (see below) is reimbursed. AABB does not reimburse for luxury travel, such as limos or executive cars, unless the traveler can show that taxi or shuttle expenses were equal in price to the luxury travel option. Short taxi fares (less than $15) to restaurants in the area are reimbursed, but AABB does not reimburse for fares to entertainment venues.
Travelers are reimbursed a maximum of $20 for breakfast, $25 for lunch and $55 for dinner (including food and drinks), not including tips. Tips included on receipts are reimbursed, provided they are no more than 15%-20% of the bill. Drinking expenses not associated with a meal are not reimbursed. Please note that this is not a per-diem, only actual expenses with receipts are reimbursed.
Travelers are only reimbursed for a meal if one is not being provided by AABB. One person can pay for a meal as long as everyone at the meal is identified on the receipt and expense form, and the reimbursement is for the allowed amount per person only. While guests are invited to attend AABB meal functions, their meal expenses are not reimbursed by AABB. AABB does not reimburse for entertainment, personal telephone calls/faxes, laundry, dry cleaning, toiletries or other incidental expenses unless preapproved by AABB.
Free guest parking is available in front of the National Office, but space is very limited. A fact sheet is available with directions to the AABB National Office and a map of public parking facilities. AABB reimburses for parking at the national office and for non-valet parking at the airport.
Please use the following guidelines when tipping. Excessive tipping is not reimbursed. A receipt is required only for meal tips.
15%- 20% for meals
15% for room service (or the actual gratuity added to the bill,)
$1 per day for maid service in a hotel
15% for taxi expense, plus $1 per bag/box
$1 per bag/box for bell/porter service at airports and hotels
$1 for valet parking
Internet expenses while traveling to an AABB meeting, or on behalf of AABB will be reimbursed up to $10 a day. Any additional charges are at the expense of the traveler.
Travelers must submit an AABB expense report and a copy of all receipts within 30 days after the completion of a trip although 7 days is preferred. Personal expenses must be clearly identified and deducted from all hotel bills or other receipts. Receipts must be attached for all items, except for tips and other single items under $25.00. Please mail expense reports with attached receipts to the
Attn: Education and Professional Development Department
4550 Montgomery Avenue
Suite 700 North Tower
Bethesda, MD, 20814
If any submitted expenses are denied due to noncompliance with the reimbursement policy, the traveler’s reimbursement check will be attached to an Explanation of Reimbursement form.
Please contact the AABB Education and Professional Development Department at +1.301.215.6482 or professionaldevelopment@aabb.org if you have questions. We appreciate your cooperation.
Updated 7/1/11
4550 Montgomery Avenue
Suite 700, North Tower
Bethesda, MD 20814
301.907.6977
