AHLA recognizes that volunteer time and contributions are vital to its success and achievement. In AHLA’s role as a non-profit organization, the Association strives to be fiscally prudent, as well as equitable and inclusive. AHLA reimburses volunteers for reasonable expenses incurred while conducting business or performing services on behalf of the Association, as authorized and approved in advance of travel. AHLA has developed a reimbursement policy for those who may need assistance to allow them to participate in certain Association activities.  

AHLA will reimburse approved expenses related to Association activities for approved volunteers as outlined in this reimbursement policy. Any departure from this policy must be approved in advance by the AHLA staff.  

Volunteers will be provided with an AHLA reimbursement form when they are eligible to receive reimbursement for participating in an Association event. The reimbursement form will contain specific information related to that event, along with any special policy provisions that may be applicable.  

If one needs to seek reimbursement, the appropriate reimbursement form must be completed and submitted within 21 days of the qualified event. To receive reimbursement, a completed form along with all itemized receipts (copies or originals) must be included. If expenses are for more than one person, the name of each additional person must be included, along with the receipt (for example, a group dinner or joint taxi ride). Reimbursement forms not accompanied by itemized receipts will not be processed.  

Airline Travel*   

AHLA volunteers should make their travel arrangements for AHLA business through the Association’s designated travel agency. AHLA’s travel agency has all relevant data needed to secure travel. Approved users will be provided with travel agent information for AHLA business prior to setting up travel, and can make arrangements via phone, online or email, 24/7 so that they do not need to use their personal resources.  

AHLA Travel Agency:  TravelPerk 
Website:  https://www.travelperk.com/   

AHLA encourages that airline travel arrangements be made as far in advance as possible to take advantage of discounted fares. AHLA will cover airline travel expenses that are made with an advance purchase of at least 21 days and a maximum of $600.00. If less than 21 days' notice is given for a meeting, AHLA will provide instructions. Volunteers are expected to secure the lowest available non-refundable economy coach fares; use of the travel agency helps AHLA adhere to this expectation. AHLA recognizes that individuals often benefit from participation in frequent flyer programs and may have a preferred carrier or class of travel. When a specific carrier’s fees are reasonable as compared with other carriers for a similar flight, volunteers may use their preferred carrier through our travel service. Volunteers can keep personal programs and/or points while using the AHLA travel agency.   

Baggge fees and Early-Bird Check-In: AHLA will cover the cost of one checked bag or Southwest’s Early-Bird Check-In fees.  Upgrade purchases such as First Class, preferred seating, or Exit Row are not reimbursable. AHLA is not responsible for fees incurred if a ticketed airline reservation is changed or cancelled because of a personal schedule issue. In addition, AHLA does not cover - oversized or additional baggage. If a schedule change is made by the Association after a volunteer’s flight has been ticketed and it becomes necessary to change a flight, AHLA will approve and cover the change fee.   

Ground Transportation Allowance*  

For transportation to and from the airport, volunteers are expected to use the most cost-effective means of travel when ground transfers are made, i.e., considering the time of day, convenience, and personal safety. This includes public transportation, the use of airport shuttles, and coordinated cab rides when practical. If it is less expensive to drive to/from the home airport and pay for airport parking than to take a cab or shuttle, mileage will be reimbursed at the then-current mileage rate allowed by the IRS.  

For other ground transportation, volunteers will be reimbursed for other modes of transportation in lieu of airfare (train fare, personal car, etc.) up to a maximum of $600. This shall include mileage reimbursed at the then-current mileage rate allowed by the IRS and any garage/ parking fees.  

Hotel Allowance*  

AHLA will cover/reimburse hotel costs for volunteers for the number of nights provided for the event/service. Those attendees who are travelling from coast-to-coast may request an additional night if reasonable travel times back home cannot be arranged without an additional night’s stay. Hotel stays will be reimbursed at the negotiated conference rate plus tax, or up to this amount if the attendee stays at an alternate hotel.  

Meal Allowance  

AHLA will reimburse reasonable meal costs for travel to and on the day of the meeting, no more than $75 per day/aggregated if more than one day up to $300 maximum for more than three days (all itemized receipts must be provided). Volunteers are expected to take advantage of group meal functions and will not be reimbursed for personal meal costs when a group function is provided.   

Expenses Not Reimbursed  

AHLA does not reimburse for WiFi or internet services, laundry or cleaning services, club fees, in-room entertainment, movies, mini-bar charges, or any other personal expense. AHLA will not reimburse expenses if costs were incurred by anyone other than the approved volunteer. In addition, AHLA reserves the right to reduce the total submitted reimbursement if the policy is not adhered to. 

Expenses for Personal Guests at an AHLA Event 

For AHLA sponsored events and functions with meals, AHLA will cover the cost for approved volunteers per the Volunteer Reimbursement Policy. Volunteers who wish to bring a guest will be charged a fee to help cover the associated costs for that individual. AHLA will provide detailed information to the volunteer and arrange for payment.  

Accessibility to Volunteer Opportunities  

AHLA is committed to ensuring equitable access to our volunteer opportunities. We are continually improving the user experience for everyone and applying the relevant accessibility standards, as well as addressing financial hardships which can be a barrier for access. Please contact AHLA directly should you need special access or financial considerations to volunteer by emailing [email protected]  

Additional Information  

If you have additional questions or need additional information, please do not hesitate to contact the AHLA office for assistance, 202-833-1100.  

* AHLA does not cover hotel and travel for approved volunteer speakers in private practice or consulting firms.