*Policy: Travel Reimbursement for Board of Directors

Policy Name: Finances: Travel Reimbursement for Board of Directors
Source: Board of Directors
Date: Adopted on March 11, 1990
Revised: Jan. 12, 2002, Jan. 10, 2004, Sept. 18, 2004; Jan. 22, 2005, Mar. 3, 2007
Last revised Jan. 21, 2015

Text: KAFP will reimburse travel expenses for the following:

  • AAFP’s Family Medicine Congressional Conference – 2 board members, if selected
  • Annual Chapter Leadership Forum (ACLF) – up to 6 officers or board members
  • Congress of Delegates (CoD) – 2 delegates, 2 alternate delegates & president
  • Other State Academy Meetings – 3 officers, 1/officer
  • State Legislative Conference (SLC) – 2 officers or board members.
  • Multi-state Forum – 5 officers and/or Directors
  • National Conference of Constituency Leaders (NCCL) – one representative from each constituent group.
  • Other Meetings: Representatives as Designated by the Board

KAFP will reimburse the designated traveler for receipted coach airfare and/or for mileage at the IRS accepted rate, for conference registration at the early bird rate, for actual receipted expenses for parking, for actual expenses for meals up to a maximum of $50 / day, (meal receipts required for anything over $25) and for actual receipted expenses for lodging at a rate not to exceed the AAFP negotiated hotel room rate plus tax. In addition, KAFP will reimburse for receipted taxi / shuttle services and on-site parking. KAFP will not reimburse for auto rental except with prior approval from the Treasurer, President or Board Chair when beneficial to the Academy due to schedules or cost. To be reimbursed, attendees must fill out and submit the expense form within 30 days of the conclusion of the conference. Board members that attend KAFP sponsored events are encouraged to report any highlights that they would like to bring to the attention of the board on the online expense report.


KAFP will pay a stipend for each Student, FMIG and Resident Representative to the Board (whether the voting rep or not) when they attend a Board Meeting that takes place in a city other than where they reside. For the Student and FMIG Representatives, the stipend shall be $100 for each out of town meeting. For the Resident Representatives, the stipend shall be $50 for each out of town meeting.

When, at the request of KAFP, a member presents testimony to the legislature in Topeka, KAFP shall reimburse the speaker for his/her travel by paying mileage at the IRS accepted rated. The KAFP Board of Directors encourages board members that attend KAFP sponsored events report any highlights they would like to bring to the attention of the board on the online expense report.

If any member wishes to donate his/ her travel expenses to the Foundation, he/ she may do so by endorsing the travel check to “KAFP-Foundation.”


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