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Advisory Council to Area Agency on Aging

Travel Reimbursement

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This procedure outlines steps for Advisory Council members to submit claims for travel and expense reimbursement.

Travel Reimbursement Form(PDF: 15kB)

Policies

  1. It is the policy of the Board of Supervisors that payment may be made in the following instances.
  2. Mileage reimbursement for travel to and from meetings within the geographic boundaries of Sonoma County. Payment will not be made if members are reimbursed by other sources, such as a public agency or a provider organization. In addition, individuals who attend meetings as guests or individuals who are not required to attend meetings will not be reimbursed.
  3. Approved instances for mileage reimbursement include the following.
    1. The full Advisory Council meets in a regular monthly session or a special session.
    2. A committee of the Advisory Council holds a regular or special session.
    3. A member of the Advisory Council is on a program monitoring team.
    4. The Chairperson of the Advisory Council or one of its committees is required to attend a special session related to his or her duties as chairperson (not to exceed five per month for the Chairperson of the Advisory Council and two per month for committee chairpersons).
  4. Mileage reimbursement for any out-of-County travel must be approved prior to the trip by the AAA Director.
  5. Mileage reimbursement may be requested if the individual member desires it. The rate of reimbursement may vary but will not exceed the current federal rate.
  6. Advisory Council members may claim meal reimbursement if attendance at both morning and afternoon meetings is required or the Advisory Council authorizes reimbursement for the meal. Reimbursement shall not exceed $9.00 for lunch.
  7. Reimbursement will only be made as far as budget constraints permit.

II. Procedures

Reimbursement for expenses and mileage are to be reported on a Travel Reimbursement Form(PDF: 15 kB)or request a copy from the AAA Secretary.

  1. The Travel Reimbursement Form(PDF: 15 kB) will be completed and turned into the AAA Secretary.
  2. Receipts must be attached and the costs easily identifiable and comparable to the costs listed on the form.
  3. Mileage reimbursement will be based on odometer readings between place of departure and the location of the event for which the travel is performed.
  4. All claims for reimbursement at the close of the fiscal year, June 30, must be turned in by July 10 regardless of the amount.