Travel Expense Guidelines
Purpose
The purpose of this document is to establish clear guidelines for reimbursing reasonable and necessary travel expenses incurred by employees and volunteers while conducting approved activities on behalf of ACEJMC. As a nonprofit organization, we are committed to responsible stewardship of charitable resources and compliance with applicable IRS regulations.
All ACEJMC employees and volunteers must read and sign this document and submit it to ACEJMC staff prior to making travel arrangements.
Scope
These guidelines apply to all employees and volunteers, including Committee and Council members serving in a volunteer capacity, who travel on behalf of ACEJMC with prior authorization.
Accountable Plan Compliance
Reimbursements under these guidelines are intended to comply with IRS accountable plan requirements. To qualify:
- Expenses must have a business purpose related to ACEJMC’s mission.
- Expenses must be reasonable and necessary.
- Expenses must be substantiated with itemized documentation. An itemized receipt is an actual receipt from the merchant that lists each individual purchase by name. This is an IRS requirement, and the omission of itemized receipts creates a considerable burden for ACEJMC’s staff and could result in delays in reimbursement.
Reimbursable Expenses
Transportation
All commercial travel, especially airline tickets, should be scheduled as far in advance as possible. Delayed travel bookings are a main cause of excessive travel expenses.
- Personal vehicle mileage associated with site visits will be reimbursed at the current IRS standard mileage rate. (Vehicle mileage may include transportation between home and airport or automobile travel to a site visit if pre-approved.)
- Economy-class airfare (Note: Under extenuating circumstances, such as extra legroom requirements or lengthy international travel, business-class airfare may be used if the school extends prior authorization.)
- Train, bus, subway, and other public transportation
- Baggage fees for up to one bag, with preapproval by ACEJMC staff
- Rideshare or taxi services when cost-effective
- Parking fees and tolls
Lodging
- Standard, moderately priced hotel accommodations
- Lodging costs should reflect nonprofit stewardship and avoid luxury accommodations.
- Lodging is covered from the first day of the site visit through the morning of the final day. Under extenuating circumstances, such as inclement weather or long travel itineraries, some team members may need to arrive a day prior to the beginning of the site visit. Requests for early arrival must be coordinated by the site team chair in consultation with the unit head. When travel to meetings is covered by ACEJMC, paid travel generally includes lodging the night before the meeting and the night of the meeting, if travel arrangements home cannot be made on the same day the meeting concludes. If ACEJMC holds optional training or workshop sessions prior to the day of an ACEJMC meeting, Committee and Council members are welcome to attend, but ACEJMC will not cover the costs of additional meals, lodging, etc.
Meals
- Actual and reasonable meal expenses incurred during overnight travel or extended travel days are covered, when accompanied by an itemized receipt (see above).
- Alcoholic beverages are not reimbursable. Unless alcohol is served at a dinner hosted and paid for by the school, the cost cannot be reimbursed.
- Any meals consumed as a team are to be paid by the site chair.
Other Allowable Expenses
- Internet or communication access required for organizational work is covered. This includes hotel Wi-Fi fees if not included in the room charges.
- Conference, training, or event registration fees (with prior approval)
- Required visas, entry fees, or vaccinations for approved international travel
- Moderate tips (not to exceed 20%) are allowed for hotel baggage handling, restaurant services, transportation, and hotel housekeeping.
International Travel
For international travel, the following additional guidelines apply:
- Economy-class airfare is required unless otherwise approved due to documented medical or operational necessity or unusually lengthy air travel. (See bullet point No. 2 under “Transportation,” above.)
- Volunteers and staff should use cost-conscious booking options and avoid unnecessary stopovers or upgrades.
- Currency exchange fees and reasonable foreign transaction fees may be reimbursed.
- Volunteers are responsible for maintaining valid passports and complying with host country laws.
- ACEJMC volunteers and staff engaging in international travel bear responsibility for understanding all local customs and laws regarding the transport of goods, food, medications, etc.
Non-Reimbursable Expenses
The following expenses are not eligible for reimbursement:
- Personal, entertainment, or sightseeing expenses
- Expenses incurred by spouses, family members or guests
- First-class airfare, premium seating, or luxury lodging
- Alcohol, minibar charges, or in-room entertainment
- Fines, penalties, or traffic violations
- Expenses submitted without proper documentation or outside the 14-day submission deadline
Documentation and Receipts
- Copies of receipts are required for all expenses. Pdfs are preferred; if photos are used, they must be clear and readable.
- Receipts must be itemized and should include the date, amount, vendor and description.
- Mileage reimbursement must include dates, destination(s), and business purpose.
Reimbursement Process
This online expense report must be completed for reimbursement. Approved reimbursements will be processed promptly after submission of complete documentation. Please respond to any follow-up questions from Denise Baar as quickly as possible to avoid reimbursement delays.
Budget Stewardship
Employees and volunteers are expected to exercise prudent judgment and select the most economical travel options consistent with safety and mission needs.
Policy Review
These guidelines may be updated periodically to reflect changes in IRS guidance, organizational needs, or financial practices.
Questions
Questions regarding these guidelines should be directed to ACEJMC Executive Assistant Denise Baar at denise.baar@acejmc.org.
