American College of Cardiology
American College of Cardiology Foundation
VOLUNTEER TRAVEL POLICY
July 2009
I.
Introduction
The purpose of this policy is to provide volunteers who travel on behalf of the College
with instructions on booking travel and to outline guidelines related to reimbursement for
travel expenses. This policy covers travel activities for the Board of Trustees, Officers,
Committee Members, Faculty and volunteers who travel for College committee meetings,
educational programs, editorial meetings, working group meetings or other official
College business. ACC does not reimburse travel to attend ACC committee
meetings and events that are held at the time of the ACC or AHA annual sessions.
Outlined below are reimbursable expenses for transportation, lodging, meals and other
travel related costs.
The policy is intended to provide general guidelines. Some committees may have
additional rules and restrictions and specific committee travel guidelines will supersede
volunteer travel policy. The ACC Staff Liaison will notify travelers if other policies exist for
a particular meeting or for the general function of a given committee or task force.
II. Contact Information
Inform your committee members about the new travel company and how they should book
tickets:
MacNair Travel Management/American Express
Washington Area Corporate Headquarters
1101 King Street
Alexandria, VA 22314
(866) 451-6432
Weekdays 8:30am-7:00pm ET
Ms. Debbie Mackanick – Lead Agent
dmackanick@macnairtravel.com
(202) 496-9304
(866) 451-6432
(703) 879-5006 FAX
Emergency/En Route Reservation Changes:
Travelers may use the 24-hour, toll-free Emergency Travel Center phone number
877.638.0697 for itinerary changes on the road or after normal business hours ONLY. The
emergency after hour’s service access code is “S1HF0”. This number appears on the
itinerary accompanying each ticket that has been issued by MacNair Travel
Management/American Express
Any changes to booked travel itineraries will be made through MacNair. Members simply
need to contact the MacNair offices using the aforementioned information.
Key Committee Liaisons
All travel reservation and travel related expense reimbursement questions should be
referred to the appropriate ACC staff liaison.
III. Travel Policies

Booking Travel/ Travel Authorization Required
Volunteers must obtain a travel authorization number (TA#) from their respective ACC
Staff Liaison contact at least 21 days prior to the travel date. Please reference the
TA# in all expenditures associated with the travel. A TA# is required if you are
booking your travel through MacNair Travel Management.

Air Travel
Volunteers are encouraged to book airfare through ACC’s official travel agent,. Airfare
reservations secured through American Express will be charged directly to ACC. If a
volunteer has a strong preference for booking travel through another travel agency or
method, then the volunteer must pay with his/ her own funds and obtain
reimbursement from ACC. Reimbursement for the cost of airfare will be limited as
outlined below.
To ensure that the College obtains the optimal airfare price, volunteers are
encouraged to book tickets at least three weeks (21 days) in advance of the meeting.
Reimbursement for air travel, whether booked through American Express or other
means, will be based upon the American Express Travel Services quoted coach
airfare for a ticket purchased three weeks (21 days) in advance. Other modes of
transportation and tickets obtained via a different source will be reimbursed up to the
American Express quoted fare. Personal automobile usage reimbursement in lieu of
air travel will be reimbursed at the approved IRS mileage rate ($0.485/mile as of
January 2007), not to exceed the American Express Travel Services quoted coach
airfare three weeks prior to travel date.
Any domestic airfare over $500 and international airfare over $1,200 will require
prior approval from the staff liaison before making the reservation.
If an emergency arise requiring changes to a volunteer’s travel plans after booking
the initial travel reservation, the College will pay for or reimburse for the service
charge to change the reservation one time. Volunteers should notify the staff liaison
that the reservation has been changed. Additional changes to travel reservations will
need prior approval from the staff liaison in order for the College to pay or reimburse
for additional service charges and/or cost of airfare.

Lodging
The standard single rate hotel room charge will be included on the ACC master
account when possible and will be paid directly by ACC. All other room costs will be
charged directly to the traveler’s personal credit card. Volunteers are eligible for hotel
reimbursement by ACC for the evening prior to the meeting and the evening of the
meeting if the meeting ends after 3:00 p.m. Any additional room nights will be at the
traveler’s personal expense. If the traveler stays at a hotel other than the hotel
provided by ACC, reimbursement will be up to the preferred ACC standard single
hotel room rate at the hotel provided by ACC.

Meals and beverages
Generally, a traveler will be reimbursed for the cost of meals on meeting days when
ACC does not provide meals. In addition, reimbursement for meals are allowable for
dinner the evening prior to the official meeting day through lunch following the closing
day of the meeting, if the volunteer is traveling on the day after the meeting ends.
Meals will be reimbursed up to the following general guidelines and, depending on
the city, may be reimbursed at a higher rate (receipts for $25 or more are required for
reimbursement):
o
o
o
$15.00 Breakfast
$20.00 Lunch
$50.00 Dinner

On-site/ Other Transportation
The College encourages travelers to use discount airport shuttles or, if possible, to
share cabs with other meeting participants. However, if this is not possible, taxi costs
will be reimbursed. Additional local transportation (this does not include transportation
to and from the airport), including public transportation, taxis, and parking fees, will be
reimbursed up to $20 per day. Prior approval must be obtained from the appropriate
staff liaison in order to receive reimbursement for automobile rental unless it is an
emergency situation (i.e. flight cancelled). In an emergency situation, the volunteer
will be reimbursed without prior approval.

Other Costs
o Daily personal telephone calls, one telephone call home plus telephone calls
related to College business (including fax and internet access charges), will be
reimbursed up to $30.00 per day.
o Reimbursement for laundry charges is allowable for trips longer than five full
days of travel.
o Reimbursement will be provided for either one hotel in-room movie or one
hotel gym fee per day.

Receipts
Receipts are required for all expenditures in excess of $25.00. Expenses for items
greater than $25.00 cannot be reimbursed without receipts.

Non-Allowable Expenses
o Entertainment, other than official College sponsored.
o Expenses of family members or personal guests.
o Other personal expenses not related to College business, (i.e., barber and
beauty salon, gift shop, flower shop, golf related activities)
IV. Reimbursement for Travel Expenses
Reimbursement for expenses not charged directly to the ACC master accounts must be
requested using the “Travel Expense Report for Officers, Committee Members, Faculty
and Volunteers” (Exhibit A).
All expenses greater than $25.00 must be supported by a receipt. The Travel Expense
Report is available in electronic fill-in form and can be obtained from your respective ACC
Staff Liaison.
Travel expense reports must be submitted to the appropriate ACC Staff Liaison within 90
days of the end of travel in order to receive reimbursement. Upon approval by the ACC
Staff Liaison, reimbursement checks will be processed and mailed to the traveler. Any
outstanding travel expenses submitted for reimbursement more than 90 days after the
event will not be reimbursed.
V. Clarifications
If you have any question or need clarification regarding General Volunteer Travel Policy,
compliance, and reimbursement issues, please contact Carlton Davids at 202-375-6323
or via email cdavids@acc.org.
TRAVEL
EXPENSE RE
For ACC Officers, Committee Members, Faculty an
AMERICAN COLLEGE OF CARDIOLOGY
2400 N Street NW
Washington, DC 20037
Name
A ddress to w hic h c hec k should be mailed:
Travel Dates
Business Purpose of Travel
* * * ALL EXPENSES OVER $25.00 REQUIRE AN ORIGINAL RECEIPT. * * *
TRANSPORTATION
Current Rate: $0.485
Total Number
Date
Miles
of
Airfare
Amount
LODGING
MEALS
OTHERS
Taxi
Bus
Rail
Shutte
Parking
Service
Toll Fees
Room & Tax
Breakfast
Lunch
Dinner
Amount
Explana
Sub-Total
Total Travel Expe
1
Donations to ACCF. A donation in lieu of reimbursement for any ACC/ACCF business-related expense is greatly appreciated and may constitute a tax-
Honoraria Paymen
deductible, charitable contribution. Please be sure to attach copies of all appropriate receipts for reimbu
[Less]: Donation
Please submit completed form to your ACC Committee Liason at:
Your ACC Committee Liason:
TOTAL AMOUNT
2400 N Street NW, Washington, DC 20037.
I certify that expenses being claimed were incurred related to the business purpose of
travel.
ACC Office Use Only
Reviewed & Approved For Payment By:
GL Account Di
Charge To
A mount
Cost Center
Cod
5255
5725
A c tivity Code
Signature
Date
Signature
Date
5040
-
4760