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
Egencia is AHCA/NCAL’s preferred travel management system.
Members are responsible for making their own travel arrangements
to governance committee meetings. Members have the option of purchasing their tickets through Egencia in order to obtain the lowest applicable economy airfare. Tickets purchased
through Egencia 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
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 through Egencia*:
If you have never created a profile in Egencia, please contact the AHCA/NCAL Meetings Department (email@example.com) with the name and dates of the committee meeting you plan to attend.
AHCA/NCAL DOES NOT have access to password information- please
use the “forgot password” link on the Egencia website to reset your password if
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
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, D.C., travelers are encouraged to check flights into Reagan National Airport (DCA), the closest airport to downtown and AHCA/NCAL offices. Also check flights into Washington Dulles (IAD) and Baltimore Washington (BWI) airports as alternatives. Even with transfer costs from these airports alternative airports, savings can be substantial. For estimates on taxi fares, visit TaxiFareFinder.
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 57.5¢ 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 $200 (meetings outside Washington, DC) or $225 (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 $200 or $225 (Washington, DC meetings only) per diem will be paid for by the committee member. Exception: The AHCA and NCAL 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
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 four (4) days per diem and their
airfare for attendance at the AHCA/NCAL annual convention according to the
airline guidelines stated above.
g. Only the AHCA Board of Governors Chair, NCAL Board of Directors Chair (or designated representative) shall be reimbursed for expenses incurred while representing AHCA and/or NCAL at affiliate meetings, regional meetings and non-AHCA/NCAL meetings, subject to the above guidelines.
Frequently asked Questions about AHCA/NCAL
Airfare and Reimbursement Policy
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
2. If I don't get my ticket through AHCA/NCAL, how much
will AHCA/NCAL reimburse me for my airline ticket?
Answer: AHCA/NCAL will reimburse the actual cost of the ticket, not to exceed the maximum reimbursement amount designated for the state the flight originated from. For example, if a member travels from Florida to a meeting in Washington, D.C., the maximum amount that AHCA/NCAL will reimburse the member is $650. If the ticket cost you more, the traveler is responsible for the difference (see East Coast or West Coast reimbursement maps).
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 Egencia?
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 21-day advance ticket price is higher than the maximum reimbursement amount set for my state?
Answer: If you attempt to purchase your ticket at least 21 days in advance and you are unable to find a flight less expensive than the maximum reimbursement set for your state, you should first contact the designated AHCA/NCAL Committee Staff Liaison via e-mail or call AHCA/NCAL at 202-842-4444 to receive approval from the Committee Staff Liaison for the higher priced ticket reimbursement.
7. My spouse/guest is going to fly with me to the
meeting. Can I purchase their ticket on Egencia and reimburse AHCA/NCAL?
Answer: No, only authorized committee members
are permitted to book their tickets through Egencia.
8. Will AHCA/NCAL reimburse me if I choose to drive to the
Answer: Yes, if you choose to drive, we will reimburse you 57.5¢ per mile, not to exceed the 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.