Form Directions

The Iowa Academy of Family Physicians will reimburse Board Members, residents, students, speakers, and other guests for travel upon receiving documentation of expenses.
The application MUST be complete and submitted, with all receipts attached, within 30 working days to Kelly Scallon, Director of Operations, at kscallon@iaafp.org.

The Director of Operations reviews and approves member expense vouchers.
The Director of Operations will forward their approval to the bookkeeping firm for payment. Reimbursement checks are processed and mailed twice monthly on behalf of IAFP by the bookkeeping firm.

General Guidelines for Travel Reimbursement
  • Transportation expenses for mileage are at the prevailing IRS rate.
  • Receipts for any expense over $50 are required to receive reimbursement.
  • Air travel must be at the lowest economical and changeable rate when the reservation is made. If traveling by auto in lieu of air, reimbursement will not exceed the lowest economical and changeable airfare rate
  • IAFP will cover the cost of hotel stays for the nights necessary to attend the event and at the negotiated rate if applicable
  • IAFP will cover the cost of actual expenses for food and beverages. Receipts are required for reimbursement.
  • IAFP will cover the cost of taxis/ground transportation and tips based on actual expenses.
  • Car rentals must be pre-approved by the EVP.
  • Spouse or guest(s) attending with members are responsible for all travel and personal expenses

Approved Meetings/Events
The above travel expenses and reimbursement policy applies to all meetings/events sponsored by the IAAFP, AAFP, and other meetings in which members, residents, students or invited guests are expected to attend. Expenses for meals, refreshments, or entertainment that include people in addition to the member must identify the meeting and who was present.

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* 1. Name (First, Last, any Credentials)

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* 2. Mailing Address

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* 3. Phone

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* 4. Email

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* 5. Event Name

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* 6. Event Date(s)

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* 7. Trip Total Mileage x .70 (2025 IRS rate https://www.irs.gov/tax-professionals/standard-mileage-rates)

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* 8. Total Hotel Costs, excluding incidentals, if not paid directly by IAFP or AAFP

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* 9. Total Taxi, Parking, or Other Transport Costs

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* 10. Total Meals

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* 11. TOTAL Reimbursement Request

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