State Society Travel Grant

Award Amount: Generally a percentage of expenses up to a maximum of $750 (typically 50% of documented expenses)

Geographic Scope: For AARC officers or executive office staff attending state affiliate society meetings

Purpose: To assist state affiliate societies in paying for travel expenses of AARC officers or executive office staff invited to affiliate meetings to speak about AARC issues

Eligibility:

• For AARC officers or executive office staff traveling to state affiliate meetings
• Grant limited to one (1) AARC-sponsored speaker per state affiliate annually
• All grants must be approved at least 30 days prior to the event
• AARC-sponsored speakers cannot receive an honorarium for their talks

Covered Expenses:

• Airfare (preference for affiliate to arrange and pay directly)
• Ground transportation (airport, hotel, meeting site)
• Hotel accommodations and taxes
• Per diem: $70/day for meals and incidentals

Approval Authority:

• AARC President must approve all grants
• AARC Executive Director must approve any executive office staff travel

Funding Limitations:

• A grant will not be issued which duplicates funding provided by another sponsor

Reimbursement Process:

• Affiliate responsible for paying all travel expenses upfront
• Copies of affiliate paid invoices submitted to AARC executive office for reconciliation
• Any money owed to AARC must be paid within 60 days of conference completion

Application Process

1. Affiliate President completes the online grant request form
2. AARC President sends approved request to AARC executive office
3. AARC executive office advises the Affiliate President of the approved grant amount
4. Affiliate acknowledges AARC support in its printed materials

Required Information on Form

• Affiliate name (dropdown selection of all state societies)
• Contact information (name and email)
• Traveler selection (AARC officer or staff member)
• Travel dates (departure and return dates)
• Purpose of travel
• Cost estimates for:
- Airfare - Ground transportation (with $15/day allowance for airport parking/transportation) - Hotel accommodations (including taxes) - Per diem ($70/day)
• Indication of any other sponsorship for the trip
• Attestation that estimated cost is accurate

Special Provisions

• Affiliate must provide hotel room and taxes
• Affiliate must provide ground transportation between airport, hotel, and meeting site
• AARC can arrange flights in some cases and bill the affiliate directly
• Any expenses paid by AARC are reconciled and deducted from the grant

Timeline

• All grants must be approved at least 30 days prior to the event