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1. Reimbursement by AMC for Travel expenses is intended as repayment for actual out-of-pocket expenses only.
2. Signatures: The traveler must sign this request and an approval signature and date is necessary for all grants.
3. No claim should be made of AMC for expenses for which reimbursement is received from other sources. In the case of a trip for which reimbursement is received from more than one source, expenses should be allocated in a reasonable proportional manner.
4. Receipts are to be supplied for travel and lodging, and for any other single item for an expenditure of $25.00 or more. It is necessary to supply the original receipts.
5. Persons requesting reimbursement are expected to observe prudent economy in choice of lodging, meals, and mode of travel. The following statements are intended to clarify and make more explicit this general policy.

TRAVEL

1. It is expected that anyone whose travel expenses are to be reimbursed by AMC will travel by the more direct route in terms of time and distance. Major deviation should be explained.
2. Plane travel should normally be at coach (tourist, economy, single class)rate. Travelers are urged to seek special discount rates, such as "Supersaver", wherever possible.
3. Short daytime trips by train should be by coach. For overnight trips, a roomette should be used.
4. Rental cars should be used only where the cost is less than that of public transportation or where public transportation is not available and the rental cost is less than that of a taxi. Travelers are urged to seek weekend or other discount rental rates.
5. Travel by private cars should be for relatively short trips only. Reimbursement is at the rate of $.365 per mile, and this is intended for automotive expenses excluding toll charges and parking fees.
6. Except in cases where special circumstance precludes travel by public carrier, reimbursement for trips of over 1,000 miles round trip by private car will be at the rate of minimum air fares available during reasonable travel hours at the time of the trip, plus an allowance for taxi or limousine to and from the airport.

LODGING EXPENSES

1. Reimbursement will be made for actual expenses for lodging and meals.
2. Reimbursement is authorized for hotel and meals at moderate local rates. Travelers are expected to seek the lowest rates available within reasonable limits of comfort and convenience. Personal charges such as phone, in-room movies, laundry, etc., should not be included.

MISCELLANEOUS EXPENSES

1. Reimbursement is authorized for necessary taxi and limousine expenses in connection with air or train travel. A modest amount of miscellaneous expenses, such as tips to porters and business telephone calls are permitted. Tips to waiters should be included as part of the meal costs. Includes expenses for materials needed in a presentation for a meeting such as copying and supplies. Unusual expenses should be explained. Receipts are needed for any expenditure of $25.00 or more.

TRAVEL INSURANCE

1. Travelers whose expenses are paid for by AMC funds are covered by a group travel insurance policy providing individual benefits up to $1,000,000. Persons whose travel expenses are paid from Federal Grants Funds are not covered by this policy, but they may be reimbursed for comparable insurance purchased for a specific trip.

The AMC Web Site was last updated on 1/25/2006