Eligible Expenses 

Eligible expenses include: 

Travel: Attendees must choose the most practical and economical travel option to be eligible for reimbursement.

Bus/ rail travel:

Attendees are encouraged to book bus tickets in the most economical fare class. If a higher fare class is chosen because it is less expensive, the claimant must provide proof of cost comparison. Reimbursement for premium fare classes will otherwise be limited to the cost of the standard, least expensive fare.

Air travel:

Flight arrivals and departures for the event should be scheduled within a 100-mile radius of the event location and must occur within three days of ML4H and or co-located events’ start or end date, including any connecting flights.

Attendees are advised to book air travel in the most economical economy class available. When a higher fare class is chosen due to affordability or availability, evidence of cost comparison or the lack of other options must be provided. Reimbursement will be capped at the lowest available economy fare unless a valid justification for a higher fare class is provided.

It is important to note that tickets purchased using frequent flier points or other reward systems and open tickets will not be eligible for reimbursement. Additional costs such as seat selection and baggage fees are also not covered under this Policy. For guidelines on combining personal travel with program attendance, please refer to our Policy on Combining Personal and Program Travel.

When traveling for AHLI events, public transport is the recommended mode of transportation wherever it’s practical. Taxis or rideshare services like Uber and Lyft are acceptable alternatives, particularly in scenarios where they present a more cost-effective use of time or are required under exceptional circumstances. Attendees should opt for the most economical fare option when using taxis or rideshares. In cases where a higher fare class is chosen due to lower cost, proof of this cost comparison must be presented. Additionally, all transportation should be made within three days of the event to ensure relevance and alignment with the event.

Lodging and accommodations: Attendees must choose the most practical and economical accommodation option to be eligible for reimbursement.

Reimbursement for accommodation is limited to a standard room at a moderate-range hotel. Expenses incurred for rooms on executive floors or concierge levels will not be covered. Rooms purchased using loyalty points will not be covered. If an attendee needs to stay the night before or after the event, a valid reason for the extended stay must be provided to qualify for reimbursement.

Event registration fees

All AHLI event registration fees are subject to reimbursement with proof of purchase.

Combining personal and program travel

Attendees combining personal travel with AHLI program-related travel will only be reimbursed for expenses directly associated with the program within AHLI’s specified allowance limits. This includes the most economical fares for flights and accommodations for the duration of the event. All travel arrangements should be scheduled within a three-day window surrounding the event.

For scenarios involving personal destinations (e.g., multi-stop flights), attendees must obtain a quote at the time of booking for the program-only segments. This quote will determine the upper limit of reimbursement, which must still fall within AHLI’s specified allowances and should be lower than the total cost of the combined travel.

If an attendee extends their stay, reimbursement will be calculated based on a quote for return travel as if departing immediately post-event. Additional costs incurred due to an extended stay will be the attendee’s responsibility. Attendees are required to obtain and retain all necessary quotes and documentation for their reimbursement claims.

Other expenses

Expenses not explicitly covered in the existing categories may still be eligible for reimbursement. However, claimants must submit a detailed written request for such expenses. Each request will be reviewed and subject to approval by the Board on a case-by-case basis.

For any queries or need for clarification on this policy, attendees should reach out to support@ahli.cc

Non-Eligible Expenses

Recommended Values 

Responsibilities

• Accurately complete the Expense Reimbursement Form, ensuring all claimed expenses are complete, reasonable, and aligned with the Policy.
• Exercise integrity, prudence, and sound judgment in incurring expenses intended for reimbursement.
• Provide all necessary supporting documentation, including original itemized receipts or valid supporting evidence (credit card slips alone are insufficient).
• Submit expense claims within 15 days of the event’s conclusion. Claims submitted after this period will not be considered.
• Be aware that all reimbursements will be processed in USD.
• Ensure the accuracy of claims, particularly concerning the amounts, dates, and nature of the expenses.
• Understand that failure to adhere to these responsibilities and the overall Policy may result in the processing of your claim being delayed, reduced, or denied.