Volunteer Travel Policy

Introduction

The AAOS recognizes that volunteers and staff give generously of their time and spend time away from their practices and homes to participate in AAOS events. When this dedication on the part of members is added to the fact that more than 3,000 trips are made by AAOS volunteers and staff annually, it becomes paramount that the AAOS travel policy be fair, consistent, and easily understandable. In addition, it must provide for prompt and accurate reimbursement of expenses incurred. Finally, it must fulfill certain obligations required by the Internal Revenue Service while adhering to principles of prudent management.

When traveling on Academy business, the utmost concern is providing for the well-being of volunteers and staff and encouraging appropriate safety precautions.

Please note that no member is eligible for reimbursement for travel to the Annual Meeting. This is the case even if a member is scheduled to attend a Council or Committee meeting during the Annual Meeting.

Purpose

The purpose of this policy is as follows:

• To describe the travel policy for volunteers
• To describe the process for expense reimbursements to ensure that personal monies spent on Academy affairs are in accordance with the guidelines, and all substantiating documentation is attached.

Right to Modify Policy

The American Academy of Orthopaedic Surgeons reserves the right to modify this Domestic Volunteer Travel Policy at any time.  Changes and modifications will be effective when approved and posted.

Domestic Volunteer Travel

Air Travel

All consultants and volunteers who travel on behalf of AAOS are required to use the AAOS travel agency, Frosch, to make flight reservations. The policy helps AAOS to control costs, track, and budget for travel expenses, and receive travel alerts that may impact scheduled flights. Frosch can also ensure a smooth experience for AAOS travelers by providing support and assistance with travel arrangements, such as rebooking flights and handling cancellations. In so doing the airfare and agent fees are charged directly to AAOS. Travelers retain any reward miles that may apply and have access to 24-hour travel assistance.

Travelers seeking an exemption from this requirement must notify AAOS in advance and obtain approval of the expense from the AAOS Finance Department in order to be reimbursed. 

Round-trip travel should be booked on one airline whenever possible (the same airline going and returning). If a ticket for a volunteer exceeds $725, Frosch will contact AAOS staff to authorize issuing the ticket.

Discounted non-refundable and non-transferable main cabin coach class tickets for scheduled meetings should be purchased at least 21 days prior to travel, as this will generally yield the lowest fare available. Non-refundable does not mean that the ticket cannot be changed. If a non-refundable ticket is cancelled, Frosch will receive credit for the cost of the ticket, to be applied to future travel for the same individual on the same airline.

AAOS will reimburse for the additional fees charged by the airlines for checked bags up to a two-bag maximum. Overweight baggage fees will not be reimbursed. Flight changes will be reimbursed up to $200 per round trip. Travel or flight insurance will not be reimbursed.

Use of a private airplane is not allowed due to liability issues as the Academy’s insurance will neither cover the volunteer or staff member traveling aboard a private aircraft.

Upgrades

Upgrade purchases are not reimbursable, including upgrades to Economy Plus, however, additional fees for aisle or window seats are allowed.

Travel Form

Staff Liaisons for AAOS committees will complete a Travel Form for each meeting attendee to include the approver name, email, phone number, destination, travel dates, cost center and budget. Note: prior to completing this travel form, staff liaisons should have already confirmed and communicated the meeting date to their committee members. This Travel Form launches an automatic email to traveling volunteers to book their travel.

Hotel/Lodging

Meals and Beverages

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 hotel’s access charge and reasonable cost
• 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 incidental 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 childcare, pet care, entertainment, clothing or toiletry purchases, and salon or spa services.

Automobile Travel

Add-on Personal Travel

Add-on or personal travel is defined as travel either before or after AAOS meetings that are scheduled by and at the sole discretion of the traveler. All expenses incurred with add-on travel are the responsibility of the traveler.

Travel Notification

Once travel is confirmed, staff responsible for that travel will place the travel dates, traveler names, and emergency contacts via the Travel Form.

Expense Reporting/Receipts

Submitting Expense Reports and Receipts

Original receipts are required for each travel expense item that is $25 or more, including taxi fares or 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, and all attendees at the meal should be notated. Meals for attendees whose expenses would be covered by AAOS normally will be reimbursed; others will not. Hotel receipts should include detailed room folios.

Expense reports (with receipts documenting all costs of $25 or more) are due to be submitted through the member expense voucher form within 30 days of the completed travel. This ensures timely reimbursement and accurate record keeping. Reimbursement checks are typically issued within two weeks of receipt of vouchers.

Staff liaisons and course coordinators are responsible for reviewing, account coding, and approving expense reports for committee members and faculty. If the staff liaison or course coordinator feels an expense claimed by a member is excessive, it should be brought to the attention of their manager. If the reimbursement request is changed, the staff liaison or course coordinator is responsible for making the changes prior to approving the expense report and communicating them to the members. A copy of the letter or email sent to the member should be attached to the expense report.

International Travel

For the purposes of this policy, flights to/from Canada, Hawaii and Alaska re not considered to be international flights and will be reimbursed under the Domestic Air Travel policy outlined above.

Travel Determination

The AAOS staff member is responsible for determining if a location is appropriate for volunteer or staff travel. Volunteers or staff may decline to travel to a destination if they personally feel it is unsafe. When considering a travel location, all the following sources should be reviewed.

• Insurance coverage statement: Contact the Finance Department to determine if a travel destination is covered by our policy. Insurance coverage from the Academy stops when business travel stops. If personal travel is included in your trip, your flight home resumes business travel.
• State Department Travel Alerts and warnings: Security information issued by the U.S. government. Alerts apply to short-term situations; warnings apply to long-term situations. Some alerts and warnings are to make the traveler aware of risks. Others recommend reconsidering or avoiding travel.
  • If there are no warnings or alerts for a specific location, travel can move forward.
  • If there is a warning that advises individuals to “reconsider travel’ or “do not travel” to a specific location, then travel cannot take place without approval from the Department Director.
  • If city/state specific ratings are available for any of these sources, localized information should be used in lieu of country-wide assessments.

As world situations rapidly change, this information should be monitored on an ongoing basis, up to and including the date of departure. It is the traveler’s responsibility to report changes to location risk level to the staff liaison to determine if travel plans must be modified.

Safety and Security

Passports and Visas

As soon as travel is confirmed, all travelers should verify that their passport is current with:

• at least six-month validity after their anticipated date of return to the U.S.
• three blank visa pages.

Visa requirements should be verified on U.S. Department of State and CIBT Visas. A copy of the volunteer or staff’s passport and visa page should be on file with the Academy prior to travel.

If travelers require a business visa, more passport pages, or a passport renewal they should contact CIBT Visas for assistance in the process.

Immunizations

Travelers are encouraged to review the CDC requirements for the country of travel as soon as the trip is confirmed.

Travel Assistance

At a minimum, travelers must sign up for the Smart Traveler Enrollment Program (STEP), review the State Department Country profile, and check iJet security information, available through our insurance provider.

Emergencies While Traveling

The AAOS provides volunteers and staff with medical and life insurance that covers them while they travel on AAOS business (ACE). Travelers should print out and carry the AAOS international insurance policy/card information International Travel Policy in case it may be necessary for them to seek treatment.

Should there be an emergency while traveling, the traveler should contact ACE Assistance Center and the staff liaison.

Staff liaisons are to escalate situations appropriately through the chain of command.

Logistics

Air Transportation

Hotels

Ground Transportation

Reimbursement

• Required or recommended immunizations and related office visits
• Phone expenses (travelers must set up international plan prior to travel)
• Passport and visa expenses related to international business travel. AAOS will reimburse for expedited processing only if the decision to travel was made after the deadline for normal processing.
• AAOS will not reimburse companion travel expenses or meals taken in lieu of officially
  offered events.