Alliance

Board Meetings and The Alliance Sponsored Events:

The Alliance will reimburse select non-staff participants to attend The Alliance board meetings and The Alliance sponsored events.

Reimbursement will consist of round trip refundable coach airfare or train fare and hotel accommodations (room and tax) only for nights that directly coincide with The Alliance meeting or event. If traveler chooses to extend their travel plans for personal reasons, a comparison of airfare for The Alliance dates vs extended stay airfare must be provided. The Alliance will only reimburse up to the airfare that directly coincides with The Alliance meeting or event.

Airfare upgrades must be made at the traveler’s expense, and coach airfare must be documented for reimbursement. Premium economy seating is allowable for flights over 2.5 hours with reimbursement capped at $50 per flight. Baggage fees are reimbursable only when an expense is incurred (i.e., The Alliance will not “offset” the expense of baggage fees that would have been paid without an upgrade). Travel insurance will not be reimbursed by The Alliance for any reason. The Alliance will reimburse for parking and transportation to/from the airport. Uber, Lyft, and similar transportation services are permitted options so long as the cost is comparable to other ground transportation options. Car services and rental car reimbursements will be capped at the prevailing ground transportation rate. Mileage may be reimbursed at the rate as specified by the IRS for charitable organizations (currently $.14 per mile).

The Alliance will reimburse for internet access, when internet is not free, while traveling on The Alliance business with a maximum of $20 per day.

The Alliance does not reimburse for meals taken in lieu of The Alliance provided or sponsored meals. A maximum of $75/day for meals will be reimbursed if there are no planned group meal functions. If there is a request exceeding this maximum, the Executive Director will determine unless it is his/her request in question, in which case determination will be made by the Board Treasurer.

No in-room movies or mini-bar purchases will be reimbursed.

Procedure:

All reimbursement requests must be submitted in writing (via email) using the reimbursement form provided by The Alliance following the event. Itemized receipts must be included with the submission; scanned or emailed copies are acceptable.

All requests should be submitted within one (1) month of the completion of travel.

Please note that reimbursement will be processed only upon receipt of the completed form and all required supporting documentation.