Reimbursement Policy
As a 501(c)(3) nonprofit organization, the Alliance for Aging Research is governed by federal and state rules and regulations regarding allowable and non-allowable costs; therefore, we ask that consultants and other third parties expecting reimbursement from the Alliance abide by the following rules:
Meals: Allowable--Up to $25 per day

Alcoholic beverages:  Not allowable--Cost of alcohol must be deducted from meal receipts prior to submitting for reimbursement

Entertainment: Not allowable--This includes the cost of amusements, social activities, and related incidental costs

Equipment: Allowable with prior approval--Dependent on the intended use of the equipment

Long distance telephone usage: Allowable--Provided the cost can be specifically identified to a sponsored agreement

Printing, postage, and mail: Allowable--Povided the cost can be specifically identified to a sponsored agreement

Travel:
  • Hotel accommodation: Room and tax only.  Incidentals are not reimbursable.  The Alliance for Aging Research can assist in finding reasonable hotel rates, and in some cases, may have a block of rooms at a special rate available.  First class accommodations are generally not allowed and exceptions must be pre-approved.
  • Air travel: First class travel is not reimbursable. The Alliance for Aging Research can assist in finding reasonable airfares.
  • Car rental, gas, and mileage: Gas is not reimbursable if mileage is reimbursed.  For local travel, mileage is reimbursed at the current rate of $0.50/mile.  Gas is allowable with a rental care, but mileage is not.
  • Side trips: Not allowable--The Alliance will not reimburse for any travel involving personal side trips.
The list above is not all inclusive.  When in doubt about a particular expenditure please contact the Alliance for Aging Research Vice President for Finance and Administration, or your contact at the Alliance, for guidance and approval.  Please also keep in mind that the Alliance is a nonprofit organization that seeks to keep expenses as low as possible so that maximum resources can go towards our education and advocacy efforts.