Travel and Expense Reimbursement Policy

• All travel should be booked at least 21 days in advance
• Whenever possible purchase discounts, non-refundable fares convention rates special promotions etc
• Take advantage of Saturday overnight stay if the cost of the Saturday night hotel plus the reduced fare is less than a non-Saturday night stay over fare.
• Additional insurance or personal travel in connection with APDT business travel will not be reimbursed
• Travel costs in excess of the reasonably low range due to negligence in making travel arrangements or desire for more costly arrangement will not be reimbursed by APDT
• APDT will pay for air/rail coach fares.  Any differential for first class of side trips will not be reimbursed
• Use of taxi, airport and hotel shuttle, subway or rental car should be determined on the basis of lowest cost considering luggage, freight, personal safety, etc
• Use of rental cars is discouraged unless several individuals are traveling in the same vehicle and would be more cost efficient
• Use of personal auto is reimbursable at the current IRS recommended rate include cost of operating vehicle and fuel.
• Total mileage reimbursement, plus tolls and parking will be reimbursed to a total not exceeding coach airfare of train for the same trip provided
• Tolls and parking are reimbursable for vehicles used in the conduct of APDT business.  Discretion should be used in determining low-cost parking arrangements at airports, hotels, etc when planning lengthy travel.
• Accommodations for single occupancy at minimum rates at a first class hotel or motel are reimbursable.
• Expenses for telephone calls not related to APDT business, as well as housing incurred by accompanying family members are responsibility of the traveler
• Meals including gratuity are reimbursable, to a maximum $30 per diem.  Board members and other volunteers are responsible for their own alcoholic beverage.  When a meal check is paid for others, indicate the number of and names of the individuals on the expense form.  Additional meal(s) must be related to APDT business.  Meals for spouses or significant others of members of the Board attending an APDT event, are responsibility of the individual Board members.
• Business Entertainment:  Small meetings, breakfast, lunch, dinner or other interaction with vendors, clients or any other business on behalf of the APDT are reimbursed if reasonable and properly documented.  Appropriate documentation includes a minimum of place, name(s), affiliation of individual(s) entertained and an explanation of the business purpose and nature of relationship.  Inappropriate entertaining that is not documented or that cannot be tied to an APDT business matter is not reimbursable.
• Telephone expense is reimbursable for APDT purposes when traveling on APDT business.  Calls should be made with a calling card from the hotel or from a pay phone with a credit card to avoid surcharges.
• Before tipping additional amounts on room service or on meals with large groups, etc., please check the bill to see if gratuity/service charge has not already been included.  If so no additional tip is appropriate or reimbursable.
• Tipping Guidelines:
• 15-18% meals (including room service)
• $1.00 per bag or box for bell service
• 10 – 15% for taxi plus $0.50 per bag or box if handled by the driver
• $1.00 per bag or box for airport check-in services.
• $0.50 per bag or box for doorman
• $1.00 per day for maid service

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