Updated August 2026

General

Travel claims must be filed within three (3) weeks of the meeting date(s) and emailed to [email protected] with required receipts, in one PDF document, with a copy to your committee or task force staff liaison (if applicable). [File size must be 25 MB or less.] Travel expense forms must be accompanied by a copy of the required receipts for all reimbursable expenses (including airline tickets, hotel bills, taxi receipts, or meals in excess of the daily per diem rates). For travel claims incurred after June 15, but before June 30, the travel claim form must be filed within 2 weeks.

Download Travel Expense Claim Form

Approvals / Questions

For NASFAA Volunteers, please direct questions and/or approvals to your task force/committee liaison or designated NASFAA staff member. For NASFAA Employees, please direct questions and/or approvals to your manager.

Transportation / Airline

Volunteers and staff normally make their own flight reservations, and are asked to do so as soon as meeting dates are confirmed to obtain lower airfares. If a meeting is canceled or an emergency occurs, the Association will cover any cancellation, change, or other fees incurred as a result. All air travel should be lowest cost, coach-class. Special accommodations (extra leg room, flight changes for convenience) must be approved in advance.

Airline Baggage Fees

NASFAA will reimburse baggage fees for one (1) checked bag.

Automobile

Reimbursement for the use of a private car will not exceed the amount allowed by the IRS, currently 76 cents per mile. Normally, this reimbursement should not exceed the cost of lowest price, coach airfare. In circumstances when use of a car is preferred for personal reasons, reimbursement for mileage will be limited to the above.

Rental Car

Use of a rental car must be approved in advance.

Taxi, Shuttle, or Ride Share

Ground transportation expenses - taxi, shuttle, Uber or otherwise - to and from meeting/hotel facilities should not include costs for personal choices (e.g., NASFAA would not reimburse cab fare to lunch at a restaurant when a meal is already provided at the event). All transportation costs, including parking charges, must be supported by receipts.

Hotel Accommodations

NASFAA staff typically make hotel arrangements for volunteers and for large staff events. Reservations will generally be made for the nights preceding each day of the meeting. Unless a shared room is preferred, all rooms will be single rooms. If additional nights are required, or if plans change, travelers must contact NASFAA as soon as possible to avoid paying for unused rooms. Those who fail to advise NASFAA of a change in schedule may be billed for any hotel expense incurred.

If an individual chooses to make their own reservation elsewhere, the reimbursement will be limited to the rate NASFAA has negotiated at the primary hotel. In some cases, a traveler may be able to extend their stay at their own expense; please verify whether this is possible with designated NASFAA staff.

Meals

NASFAA has set daily per diem rates for meals for those approved for Association travel. These rates, which do not require receipts if they are for only yourself,* are $23/day (breakfast), $26/day (lunch), and $38/day (dinner), inclusive of tax and tip. NASFAA does not reimburse for meals when they are provided by the hotel, meeting, or conference being attended. If the daily meal expenses will exceed this per diem, prior approval is required. If you are purchasing a meal for multiple staff members also approved travel, the set per-person meal per diems still apply, and we would expect a.) that you retain and submit a receipt for that group meal, and b.) that those you paid for would not submit that same meal for per diem reimbursement request.

*An important caveat: if you are a staff member traveling on behalf of a client, please continue to collect receipts according to the requirements of the contract/client.

Alcoholic Beverages

Costs for alcoholic beverages are a personal expense, and not reimbursable by the Association.

Tips

Tips and gratuities for hotel staff, housekeeping, baggage handlers, etc. may not exceed $5/day.

Miscellaneous Expenses

Any miscellaneous expenses above $5 must be supported by receipts and itemized on the expense form.