Travel Policy

For on-site quality assurance reviews, the following guidance applies unless other arrangements are made to accommodate the host institution/provider’s policies.

  1. AAQEP and the provider conduct a logistics call that includes travel details such as the best airport to use, ground transportation, etc., and which meals will be covered by the provider (rather than paid for by the reviewer).

  2. The provider arranges hotel accommodations, pays for them directly, and communicates reservation details directly to review team members.

  3. Travelers book and purchase their own air or ground travel at least 6 weeks in advance. Any fares over $500 must be approved in advance by the provider.

  4. Following the site visit, travelers record their expenses and upload needed receipts via the AAQEP Expense Form, the link to which is sent to each traveler at the conclusion of each site visit (see F below regarding meals).

  5. Travelers who book a rental car must secure insurance, either automatic coverage through their personal insurance or credit card or purchased coverage from the rental agency. Such expense is reimbursable by AAQEP.

  6. AAQEP calculates and reimburses reviewers for expenses based on General Services Administration (GSA) published per diem rates for mileage and for any meals not covered by the provider. For GSA reimbursement, no receipts are required for meals*; receipts for airfare or ground transportation (rental car, train, etc.) are required.

  7. AAQEP bills the provider for the sum of expenses in C through F above.

  8. Changes to travel arrangements are sometimes unavoidable. Travelers should contact AAQEP in writing prior to making any changes that would impact the cost of the trip. Travelers are responsible for any additional costs if changes are made without first consulting AAQEP.

  9. If a traveler is unable to complete a planned trip, any travel advance and airfare refunds must be returned to AAQEP.

* Reviewers are advised to retain all receipts in case the provider’s internal systems require them. Once reimbursement is received, receipts can safely be discarded.

Updated August 2022