Thank you for agreeing to serve as an ACE Faculty Evaluator! Please follow these administrative guidelines for each review to ensure proper reimbursement.
Consultant Agreement and Other Forms
You will receive a Consultant Agreement and a Confirmation of Objectivity Certification via email for each review. Please sign and either fax or scan to PDF to return these forms to your ACE Program Coordinator within 2 days.
In addition, Military evaluators also need to sign and return a non-disclosure agreement and CREDIT evaluators participating in onsite reviews need to sign and return an annual Acknowledgement of Travel Policies form. These forms will be sent to you if you need to complete them.
Preliminary Logistics Email
Once you are confirmed as a faculty evaluator for a specific review, you will receive a preliminary logistics email with specific information about your trip, including budget codes, the closest airport, and hotel reservations. Please do not make any travel arrangements until you receive this logistics email.
ACE uses a travel agency to coordinate flight arrangements, American Express Travel. You can reach them by calling 800-872-9954. You will be asked to provide the budget code sent to you in the logistics email. ACE will be billed directly for your flight. ACE will not pay for any travel that is not arranged through American Express Travel. If you are bringing a companion, you may not book his/her travel through American Express.
Air travel must be coach or economy class. Your flight costs should not exceed $750. If your flight costs are more than $750, please seek approval from your ACE Program Coordinator before booking and confirming.
Unless you receive specific instructions from your ACE Program Coordinator, do not rent a car.
Submit Estimated Travel Expenses in Advance
All estimated travel expenses must be emailed in advance for planning and budgeting purposes. Any changes to a confirmed itinerary must be pre-approved by the ACE Program Coordinator. ACE will not pay for flight change fees, except in cases of emergency.
Driving to an Evaluation
If you want to drive, rather than fly, you must have this approved by the ACE Program Coordinator. The cost of auto travel must not exceed the cost of airfare. Auto travel is reimbursed at a rate of $0.545 per mile (2018), plus tolls, and parking.
Final Logistics Email
You will receive a Final Logistics email a few days before the review. This email will include details on arrivals and departures, the agenda, team information, and any other expectations. Please review the attached documents for accuracy and report any errors.
ACE Military and CREDIT Programs work within the parameters of strict government contracts and cost agreements with outside organizations. The logistics email authorizes the specific defined scope of work, to include budget and travel expectations. ANY travel outside the scope of logistics must be itemized, justified, and approved in writing BEFORE anything is booked or confirmed. We appreciate your support and commitment to the ACE review process and logistics expectations.
Per Diem Allowance
Evaluators receive a per diem allowance while on travel, so you do not need to collect receipts for meals and incidentals. Incidentals are defined as taxes, service charges, and shuttle/taxi tips.
The per diem allowance is a federal rate that is determined by the location of the review. On travel days, you will receive 75% of the per diem allowance. This information will be included in your logistics email. If the host provides a meal, your per diem allowance will be reduced for the meal(s) furnished to you. The meal per diem allowance is only provided for travel lasting more than 12 hours.
Do collect receipts for parking, hotel accommodations, taxis, rental cars, and baggage fees. ACE does not reimburse for mini-bar charges, movie rentals, hotel room tips, or other personal entertainment expenses.
Evaluators will be paid an honorarium of $500 for each review day for onsite Military reviews and $450 for each review day for onsite CREDIT reviews. Payment for virtual reviews is based on the number of courses reviewed, and is typically one day’s honorarium.
Travel Reimbursement Forms
You must complete and submit your travel reimbursement forms within 10 days after the review or you may not be reimbursed. The forms are:
Completing the Travel Expense Report
The travel expense report is an Excel file with two worksheets. Here are instructions to help you complete the report.
- Fill out the form, except for the areas in grey—we will complete those for you.
- Fill out the 2nd sheet first (the itemized report of expenses) and it will automatically total your expenses and fill in the totals on the first sheet.
- Please remember to sign the front page and attach receipts for taxis, parking, rental car, baggage fees, and hotel. If you do not have a receipt, please attach an explanation.
- When you enter the hotel cost, place the base rate of the hotel in the lodging column and the sum of room taxes and fees under the miscellaneous column.
- Driving a personal vehicle is reimbursed at a rate of $0.545 per mile (2018) and must have been pre-approved. See the section above named "Driving to an Evaluation" for more details.
- If your reimbursement includes mileage, please submit a PDF of MapQuest, or Google or Yahoo maps, to document the distance you traveled.
- If a friend or family member drove you to the airport, you may claim only the mileage for a one-way trip on your reimbursement form.
You will receive your reimbursement via check or electronic funds transfer. If you would like to set up an electronic funds transfer, please contact your ACE Program Coordinator.
Letters of Commendation
If you would like us to send a Letter of Commendation acknowledging your service as an evaluator, please use the commendation request form and send it to your ACE Program Coordinator.