1. Purpose

AMCA is a not-for-profit organization.AMCA’s policy is to reimburse directors for all ordinary and necessary expenses they incur in connection with their AMCA Board service in accordance to this policy.This Board of Directors’ Travel and Expense Reimbursement Policy addresses how and when members of the Board of Directors (“Directors”) are reimbursed for travel and other expenses related to AMCA business and meetings.

2. Scope

This Policy applies to Directors. This Policy addresses Director business travel and expense reimbursement for only the winter and summer Board meetings.

3. Meetings

Currently, AMCA has three Board meeting per year (winter, summer and the Annual meeting). The Directors are expected to participate in all three meetings. The Board meeting associated with the Annual meeting is not covered under this Director’s reimbursement policy.

4. Reimbursement

AMCA will pay a Director for approved out-of-pocket travel expenses for only the winter and summer board meetings (not the Board meeting associated with the Annual Meeting), including:

  • Airfare:
    • International only
      • Coach and Business class.
      • Expense capped at $7,500.
    • Domestic travel – not reimbursed.
  • Lodging
    • Number of nights
      • Directors traveling internationally
        • Arrive the day before the first business meeting.
        • Depart the day after the last business meeting.
      • Directors not traveling internationally
        • Executive Committee (if attending this meeting) – 3 nights total
        • Non-executive Committee – 2 nights total
        • For the duration of the meeting, AMCA will cover all reasonable hotel expenses (i.e. WiFi).
  • Miscellaneous expenses
    • Airline baggage
      • AMCA will reimburse up to 2 bags per leg/trip
    • Ground Transportation
      • Cab/Uber/Lyft
        • Home to/from airport
        • Airport to/from AMCA meeting site (hotel)
        • Car Rental during specific meeting dates
    • Out of pocket
      • Tips ≤20%

5. Expense Reports:

Expenses should be submitted promptly after the activity occurred. The U.S. IRS requires:

  • All expenses must be submitted within 60 days of occurrence.
  • All receipts are to be attached for each reimbursable expense.

6. Examples of expenses not covered

The following expenses are presumed not to be reasonable or necessary. These expenses are not eligible for reimbursement unless the Board decides to reimburse:

    • Child care.
    • Non-sponsored activities (i.e. golfing, horseback riding, etc ).
    • Fitness center, including massages and saunas.
    • In-room movies and mini-bar charges.
    • Life insurance, flight insurance, personal automobile insurance, and baggage insurance.
    • Loss/theft of cash, airline tickets, personal funds, or property.
    • Lost baggage or excess baggage charge for personal items.
    • "No-show" charges or penalties for flights, hotel, and car service if incurred due to non-business-related changes in schedules.
    • Parking or traffic fines, personal automobile repairs.
    • The personal travel portion of a business trip.
    • Pet care.
    • Tips or service gratuities in excess of 20%.
    • Discretionary upgrades (air, hotel, car, etc.)