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Policy number Policy name Policy date Sunset date
AP 2-H Travel Reimbursement 8/24/2023 12/31/2025
Section
Policy source
September 4, 2019 EXCOM Meeting Minutes
Policy text
  1. AAPM will reimburse for reasonable actual cost of meals in restaurants. Per diem charges are not permitted. All meals must be documented by receipts. Under normal circumstances, total daily meal charges should not exceed $100, excluding tax and gratuity.

  2. Travel by personal vehicle will be reimbursed at the rate per mile allowed by the IRS. Travel by personal vehicle will be reimbursed (inclusive of tolls and parking) up to the cost of coach airfare.

  3. Reimbursement for the use of rental vehicles will be made only if circumstances make it impossible or impractical to use public transportation, or if the cost of the rental vehicle is less than the cost of public transportation. Parking, fuel and tolls will be reimbursed.

  4. Air and surface travel should be at the lowest cost consistent with a reasonable level of comfort and convenience (e.g., preferred airline, airport (for travel to or from a city with more than one airport), travel times, and direct vs. one stop). Travelers should make a good faith effort to balance cost with convenience. Airfare that includes choice of standard coach seat and checked bag (if necessary) is allowed, unless the lowest available fare plus standard coach seat choice and checked bag (if necessary) is cheaper. Add-ons other than standard coach seat and checked bag will not be reimbursed. Charges for changes made for the traveler's convenience are the responsibility of the traveler.

  5. First class fare will be reimbursed at coach fare.

  6. Comfortable, moderately priced hotels are preferred.

  7. Personal expenses incurred while traveling on AAPM business (e.g., laundry, valet services, and entertainment) will not be reimbursed.

  8. Gratuities are reimbursable but should be kept to a reasonable level.

  9. Receipts are required for all expenses.

  10. In the event a traveler on AAPM business becomes ill or has an emergency at home, AAPM will reimburse for expenses incurred for an adjusted travel itinerary. Assistance with the return trip can be requested from headquarters.

  11. If traveling on AAPM business, the AAPM will reimburse pre-paid travel costs incurred in advance of a scheduled meeting/event if the meeting/event is canceled, but only to the extent that funds are not retained in the traveler's name for future travel.


See AAPM Travel Expense Voucher
Items related to this Policy
Policy number Policy name Policy date Sunset date Active?
AP 23 Guidelines for Complimentary Rooms and Expenses for AAPM Annual Meeting 9/21/2023 12/31/2026 Active
AP 24 AAPM Travel Policies 4/18/2019 12/31/2025 Active
AP 38 Guidelines for Complimentary Rooms and Expenses for RSNA Meeting 9/28/2022 12/31/2024 Active
AP 89 AAPM Officer, Board Member and Council Chair Designates 10/23/2020 12/31/2025 Active
AP 93 Guidelines for Complimentary Rooms and Expenses for Spring Clinical Meeting 9/21/2023 12/31/2027 Active
Policy version history
Policy number Policy name Policy date Sunset date Active?
AP 2-A Travel Reimbursement 1/1/2000 3/31/2000 Inactive
AP 2-B Travel Reimbursement 4/1/2000 5/22/2001 Inactive
AP 2-C Travel Reimbursement 5/23/2001 2/5/2004 Inactive
AP 2-D Travel Reimbursement 2/6/2004 10/7/2014 Inactive
AP 2-E Travel Reimbursement 10/8/2014 9/3/2019 Inactive
AP 2-F Travel Reimbursement 9/4/2019 12/31/2024 Inactive
AP 2-G Travel Reimbursement 7/21/2020 12/31/2025 Inactive
AP 2-H Travel Reimbursement 8/24/2023 12/31/2025 Active

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