Instructor Honorarium Structure and Expense Reimbursement Policy

HONORARIUM STRUCTURE

Compensation for 1.5 and 2-day in-person seminar instructors includes an honorarium of US $500 plus US $100 for each student who submits a paid registration and travel expenses.

Compensation for .5 and 1-day in-person seminar instructors includes an honorarium of US $100 for each student who submits a paid registration and travel expenses.

Compensation for virtual seminar instructors (for 1.5 - 2 days - subject to change based on duration) is below.

GENERAL REIMBURSEMENT POLICY

It is the policy of AACE International to reimburse individuals for reasonable expenses of a business nature incurred while traveling on authorized AACE business.

To qualify for reimbursement, expenses must:

1. Be necessary

2. Provide a reasonable expectation of benefit for AACE

3. Be commensurate in amount with the situation involved

4. Not include expenses considered an item of a person's personal, living, or family expense

5. Be approved in advance by the Board of Directors either in the form of a motion or included in the annual budget

Adherence of this policy is expected to be conservative.

AACE is unable to reimburse individuals for expenses paid or reimbursed by another organization, but may reimburse the organization if it issued a travel advance or paid expenses for the travel.  At no time shall the individual receive dual reimbursement.  In instances when another organization reimburses the expenses, a reimbursement request should not be submitted to AACE International.  Should another organization also reimburse, after the individual has been reimbursed by AACE, the individual shall agree to reimburse AACE the amount paid by AACE for the same expenses.

Two types of expenditures are reimbursed.  They are:

1. Expenses incurred by a person while traveling on authorized AACE business.

2. Expenses incurred by a person in connection with authorized AACE business at his or her home location (e.g., phone calls, postage, etc.)

TRAVEL EXPENSE

All reasonable expenses required to conduct the seminar will be reviewed for reimbursement.  Allowable expenses include:

1. Hotel – Hotel reservations are to be made by the instructor(s) at the hotel hosting the seminar (official hotel).  Instructors of day and a half (1.5) and two (2) day seminars can submit for reimbursement for two (2) night’s stay at the official hotel.  Instructors of half day (.5) and one (1) day seminars can submit for reimbursement for one (1) night's stay at the official hotel.  In the event of a double occupancy where expenses are reimbursed for only one person, reimbursement is limited to the expense of a regular single rate.  AACE International will not reimburse for hotel accommodations at hotels that are not designated as official hotels without written pre-authorization by the Manager, Education.

2. Parking - Daily or overnight hotel parking charges incurred during the seminar.  

3. Meals – The actual cost of meals consumed on travel days and the evening meal on the days the seminar was conducted are reimbursable. Instructor(s) seeking reimbursement for meals must submit a receipt for their meals only. Receipts containing multiple meals will only be reimbursed at the single meal rate. AACE International will reimburse meals that do not exceed the amount per meal listed below (a maximum of 20% gratuity may be added):

   Meal                Amount

   Breakfast         $20.00

   Lunch               $30.00

   Dinner             $55.00

   These amounts are not to be considered per diems.  Higher costs will only be reimbursed if they are considered reasonable under the circumstances.  For example, higher expenses in foreign venues such as London or Paris, or top-tier cities in the U.S. such as New York or San Francisco, may be justified, within reason. 

NON-TRAVELING EXPENSES         

1. Phone Calls - Expenses incurred for telephone calls regarding AACE business, made from a person's home phone, may be reimbursable; however, the purpose of the call must be recorded on the expense report form. To receive reimbursement for a telephone call, submit a copy of the phone bill displaying the phone call, as well as the expense report form, to the Manager, Education.

2. Printing – AACE International contracts with a local printer for each conference; therefore, AACE International will incur all expenses for printing of handouts or other materials used during the seminars. Requests for printing services from an organization other than the one contracted by AACE International must be submitted in writing to the Manager, Education for approval.  Instructor(s) choosing to utilize another printing service without written approval from the Manager, Education will not be reimbursed for the printing expense. A receipt for the printing expenses is still required for reimbursement, even if approved by the Manager, Education.

3. Postage and Shipping – AACE International will handle shipping and handling of all printed material to the conference location. Instructor(s) who have received pre-approval to utilize printing services other than the one provided by AACE International, must ship their handouts and instructional material to AACE International Headquarters for shipment to the conference location. All shipments must arrive at AACE International Headquarters two (2) weeks prior to the start of the conference. The cost for shipping materials to AACE International Headquarters is reimbursable; however, if the shipment is not received in time to include in the Headquarters shipment to the conference location, then the shipping expense will not be reimbursed. Instructors should select the most economical method of shipping that includes package tracking. A receipt for shipping expenses is required for reimbursement.

EXPENSES NOT COVERED

1. Airfare

2. Ground transportation

3. Mileage

4. Rental Car

5. Overweight luggage

6. Changes made to hotel without written pre-approval of the Manager, Education.

7. Audio-visual or other related expenses that are not outlined in the Call for Seminar Proposal application or without written pre-approval of the Manager, Education.

8. Cancellation penalty of hotel reservation made by seminar instructor for a canceled seminar.  (Notification of cancelled seminars is provided with ample time to cancel hotel reservations with no penalty incurred.  Should notification of a cancelled seminar not be received in time to avoid reservation cancellation penalty, AACE shall reimburse the instructor for any penalties incurred by the instructor as a result of the cancellation.)

9. Passport or visa fees.

10. Loss of funds or personal belongings while traveling.

11. Fines or traffic violations, parking tickets, or costs incurred because of accidents.

12. Additional costs incurred due to being accompanied by a spouse or other companion.

13. Gym or health club fees.

14. Laundry Services.

15. Guest room upgrades.

16. In-room entertainment (e.g., pay-per-view movies, games, mini-bar, etc.)

RECEIPTS

Receipts (including bills paid by check or other supporting evidence) are required for all individual expenditures, inclusive of tips. Expenses submitted for reimbursement will not be approved by the Manager, Education or Accounting and Administration Manager without receipts verifying the expense.

Receipts must be attached regardless of amount for the following expenditures:

1. Parking

2. Meals

3. Lodging

APPROVAL OF EXPENSE STATEMENTS

Expenses for reimbursement shall be recorded and submitted on the AACE International Expense Report form. Completed expense report forms must be submitted within fifteen (15) days of the event. Seminar instructors will submit their completed expense report forms to the Manager, Education at education@aacei.org for review and recommendation for payment.

***Expenses not accompanied by a receipt will not be considered for reimbursement.***