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Faculty Evaluator Travel Policies

December 30, 1899

 

Thank you for agreeing to serve as an ACE Faculty Evaluator! Once you are confirmed as a faculty evaluator for a specific review, you will receive a 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.

You will receive a Consultant Agreement and Conflict of Interest Certification via email for each trip. Please sign and return these forms to your program coordinator within 2 days.

Flight Arrangements

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 4-digit 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.

Air travel must be coach or economy class. Your flight costs should not exceed $600. If your flight costs are more than $600, please seek approval from your Program Coordinator before booking and confirming.

Ground Transportation

Unless you receive specific instructions from your ACE Program Coordinator, do not rent a car to get to the review location.

Submit Expenses in Advance

All travel expenses must be submitted in advance for planning and budgeting purposes.  Any changes to a confirmed itinerary must be pre-approved by the 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, the cost of auto travel must not exceed the cost of airfare. Auto travel is reimbursed at a rate of $0.575 per mile (2015), plus tolls and parking. You must complete the Request for Travel Modifications form.  

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. 

Policy Update

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.

 

Conducting the Evaluation

Typically, evaluators wear business attire. If there are any exceptions, your ACE Program Coordinator will let you know when the trip is confirmed.

Your team will be guided by a National/Field Coordinator. The National/Field Coordinator's role is to ensure that the review process is thorough and of high quality.

Evaluators receive a per diem allowance, so you do not need to collect receipts for meals and incidentals. Incidentals are defined as taxes, service charges and customary 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.

Do collect receipts for parking, hotel accommodations, rental cars, and baggage fees. ACE does not reimburse for mini-bar charges, movie rentals or other personal entertainment expenses.

 

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 $0.575 per mile (2015) and must have been pre-approved. See the section above named "Driving to an Evaluation" for more details. 
Submitting Forms
  • Military reviews: Submit to Jamie Flowers, by email: jflowers@acenet.edu or by fax: 202-464-4870.
  • CREDIT reviews: Submit to Ashley Barnett, by email: abarnett@acenet.edu or by fax: 202-464-4847.

Receiving Payment

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 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 program coordinator.

  • Military reviews: Submit to Jamie Flowers, by email: jflowers@acenet.edu or by fax: 202-464-4870.
  • CREDIT reviews: Submit to Ashley Barnett, by email: abarnett@acenet.edu or by fax: 202-464-4847.

 

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Request for Travel Modifications
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