Faculty Evaluator Forms and Policies

​​​​​​​​​​​Thank you for agreeing to serve as an American Council on Education (ACE) faculty evaluator! Please follow these administrative guidelines for each review to ensure proper reimbursement.

Preliminary Logistics Email

Once you are confirmed as a faculty evaluator for a specific review, about one month before the review, you will receive a preliminary logistics email with specific inform​ation 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.

Consultant Agreement

You will receive a Consultant Agreement via email for each review. This information will go out about one week before the review. Please sign and either fax or scan to PDF and submit within two days by email to Jamie Marcus at ​jfmarcus@acenet.edu, or by fax: 202-217-2576

​​Flight Arrangements

ACE uses a travel agency to coordinate flight arrangements: Travel Leaders Corporate. You can reach them by calling 1-800-249-4041. 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 Travel Leaders Corporate. If you are bringing a companion, you may not book his or her travel through Travel Leaders Corporate.

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. 

Ground Transportation

Unless you receive specific instructions from the ACE staff, 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 staff. 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 get approval from the ACE staff. The cost of auto travel must not exceed the cost of airfare. Auto travel is reimbursed at a rate of $0.625 per mile (effective July 1, 2022), 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.

Policy Update

ACE Learning Evaluations works 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 percent 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.

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 gray—we will complete those for you. 
  • Fill out the second​ 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 $0.625 per mile (effective July 1, 2022) and must have been pre-approved. See the "Driving to an Evaluation" section above 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. 

Submitting Forms

Submit completed forms to Jamie Marcus by email at ​jfmarcus@acenet.edu, or by fax at 202-217-2576.


Payment is based on the scope and type of the review. You will receive your reimbursement via check or electronic funds transfer from the ACE Finance Department. If you would like to set up an electronic funds transfer, please email Jamie Marcus at ​jfmarcus@acenet.edu.