The following guidelines outline procedures for AHCA/NCAL members
traveling on behalf of the Association and have been designed to provide
quality service to the traveler as well as providing cost savings to the Association.
Members are responsible for making their own travel arrangements to
governance committee meetings. Members have the option of purchasing their
tickets through AHCA/NCAL’s preferred on-line reservations system, Orbitz for
Business (OFB) in order to obtain the lowest applicable economy airfare.
Tickets purchased through OFB will be billed directly to AHCA/NCAL. If a member
chooses to make his or her own arrangements, AHCA/NCAL will reimburse the
actual cost of the ticket, not to exceed the maximum reimbursement amount
designated for each state (see East Coast and West Coast reimbursement map). A receipt for airfare must
be submitted in order for the reimbursement to be processed.
Members are encouraged to purchase their tickets at least 21 days prior
to the day of travel and purchase the lowest economy airfare. If a member
chooses to utilize his or her own travel agency, AHCA/NCAL will not reimburse
any transaction fee incurred by the travel agency.
To book tickets on-line visit through Orbitz for Business
Please contact our Meetings Department at firstname.lastname@example.org to obtain an
Orbitz ID and password.
*(Airfare will be charged directly to AHCA/NCAL)
Members may travel by any means desired to an approved AHCA/NCAL meeting
(for example - air, car or train). However, the maximum expenditure allowed
should not exceed the pre-determined maximum amount designated for each state
(see East Coast and West Coast reimbursement map) using the following guidelines:
a. Lowest applicable economy coach airfare available within the
meeting timeframe noted on the AHCA/NCAL meeting notice. For meetings held
in Washington, DC travelers are encouraged to use Washington Dulles (IAD) and
Baltimore Washington (BWI) airports as alternatives to Reagan National Airport
(DCA). Due to low airfares into these two alternative airports, savings
b. Reimbursement for any other means of transportation at costs
lower than the maximum approved amount will be reimbursed at the
amount of the travel. Automobile travel in lieu of commercial carrier cost
is reimbursed at 56.5 cents per mile, not to exceed maximum air travel
reimbursement amount designated for each state.
For each overnight stay, members shall be reimbursed a per diem of $175
(meetings outside Washington, DC) or $200 (meetings inside Washington, DC)
which will help defray expenses incurred for housing, meals, incidentals and
ground transportation. The per diem does not typically cover 100% of your
hotel/ground transportation costs. All expenses over the $175 or $200
(Washington, DC meetings) per diem will be paid for by the committee
member. Exception: The AHCA Chair and Vice Chair may be reimbursed
actual costs upon submission of appropriate receipts.
The number of days of per diem will be authorized (by meeting notice)
prior to a meeting. For a member whose trip originates and terminates on
the same day, AHCA/NCAL will reimburse you $30 to help defray expenses incurred
for ground transportation. If airline schedules necessitate an additional
night's lodging, appropriate per diem adjustments will be made upon request.
Per Diems for multiple meetings attended by members on the same day or
sequential days will be reimbursed based, not on the per diem allocated by
summing meeting notices, but on the actual number of days in attendance by the
member (subject to the above guidelines on trips which originate and terminate
on the same day). Thus, only one reimbursement voucher for air travel and
per diem shall be accepted for attendance at one meeting site regardless of how
many meetings are attended at the site.
Reimbursement vouchers will be provided at the committee
meetings. Reimbursement vouchers must be submitted to AHCA/NCAL within 60
days following the meeting.
A formal meeting notice or advance notice by the Committee Staff Liaison
is required for each meeting. Telephone conference calls are strongly
encouraged in lieu of meetings.
a. The Council of States shall meet at least one time each year in
addition to the meeting held in conjunction with the annual
convention. Additional meetings of the Council of States are subject to
procedures outlined in the AHCA Constitution and Bylaws. Reimbursement for
the one meeting (other than the one held in conjunction with the annual
meeting) would apply to the following groups: each primary member (or
alternate/designee) of the Council of States and the Board of Governors.
b. The AHCA Board of Governors shall meet approximately 5 times
each year and more frequently if called upon by the Chair.
c. Committees shall meet at least once each year, and more frequently
subject to need.
d. Workgroups and other member groups shall meet subject to need.
e. Seminars, symposia, and conferences shall be self-funding, with
attendees paying their own expenses.
f. For the annual convention, the Board of Governors will receive a
complimentary registration plus three (3) days per diem and their airfare for
attendance at the AHCA/NCAL annual convention according to the airline
guidelines stated above.
g. Representation, at AHCA/NCAL expense, at affiliate meetings, regional
meetings and non-AHCA/NCAL meetings shall be reimbursed only for the AHCA Chair
(or designee) subject to the above guidelines.
Frequently asked Questions About AHCA/NCAL Airfare and Reimbursement
1. If I am traveling on a ticket that has a cancellation penalty
and personal business requires me to change the ticket, who is responsible for
the added cost?
Answer: The individual traveler. Only changes or
cancellation penalties caused by an AHCA/NCAL meeting being changed or canceled
are covered by AHCA/NCAL. If bad weather or airline equipment failure
results in a change or cancellation, the airlines will normally waive any
2. If I don't get my ticket through AHCA/NCAL, how much will
AHCA/NCAL reimburse me for my airline ticket?
Answer: AHCA will reimburse the actual cost of the ticket, not to exceed
the maximum reimbursement amount designated for each state. For example, if a
member travels from Florida to a meeting in Washington, DC, the maximum
amount that AHCA will reimburse the member is $650. If the ticket
cost you more, the traveler is responsible for the difference (see attached
3. If I stay over a Saturday night, the airfare is much less
expensive. Will AHCA/NCAL provide additional per diem if I decide to
arrive early or stay over after the meeting in order to get the reduced
Answer: If the price of the airfare without a Saturday night stay is
greater than the airfare with a Saturday night stay plus the per diem, an extra
day per diem will be provided to the traveler.
4. Can I purchase a first class ticket on Orbitz for Business?
Answer: No, if you wish to fly first class, then you will need to
purchase that ticket on your own. AHCA/NCAL will only reimburse you for a
coach class ticket.
5. What if the 14-day advance ticket price is higher than the
maximum reimbursement amount set for my state?
Answer: If you are purchasing your ticket with at least 14 days
advance notice and you are unable to find a flight less expensive than the
maximum reimbursement set for your state, then you should email the meetings department or call at
202-842-4444 for approval in order to be reimbursed for the higher priced
7. My spouse/guest is going to fly with me to the meeting. Can I
purchase their ticket on Orbitz for Business and reimburse AHCA/NCAL?
Answer: No, only authorized committee members are permitted to book
their tickets through Orbitz for Business.
8. Will AHCA/NCAL reimburse me if I choose to drive to the meeting?
Answer: Yes, if you choose to drive,
we will reimburse you 56.5 cents per mile, not to exceed maximum air travel
reimbursement amount designated for each state.
9. How do I get reimbursed for my per diem and/or airfare?
Answer: Travel Reimbursement forms
will be distributed at the meeting or can be downloaded here.