International Air Travel Requirements

If the IMA has offered to reimburse your travel originating from outside the United States:

  • The IMA's funding sources require that all flights be with a U.S. flag air carrier. Please check under the Fly America Act for authorized U.S. flag air carriers.
    • You will not receive airfare reimbursement if any portion of the travel is with a foreign carrier. There are very few exceptions to this and they are outlined in the applicable federal travel regulations. Please read these carefully and contact IMA staff before purchasing your ticket if you think you qualify for an exception.

  • Tickets (or documentation for electronic tickets) must identify the U.S. flag air carrier's designator code before the flight number
    • "UA" for United Airlines, "DL" for Delta, "TW" for TWA, etc. for all flights.

  • Airfare will be reimbursed up to the market value of the lowest cost regular round trip airfare up to the limit specified in your invitation, whichever is lower.
    • Eligible higher priced tickets will be reimbursed up to the lowest cost regular fare or up to the allowed amount in the invitation.
    • Securing a ticket that qualifies as "lowest cost" usually requires booking well in advance of your visit and considering flights with short lay-overs etc.
    • The IMA can not reimburse business class or first class tickets without sufficient proof of medical necessity.

  • A receipt showing proof of payment is required.
    • Print a receipt at the time you complete your payment if booking online. Itineraries and boarding passes are not sufficient for reimbursement purposes.

  • Fees for additional services such as insurance, seat upgrades, and inflight entertainment are not reimbursable.

  • Travel agent and baggage fees are reimbursable as part of your total travel expenses, subject to your offer limit.

  • Ground transportation will only be reimbursed for travel to/from the airport.

  • Participants are expected to be present for the duration of the IMA event with ½ program attendance as a minimum for airfare reimbursement.
    • ½ of the event means participation in 2.5 days of a 5-day workshop or 1.5 days of a 3-day workshop and excludes travel.
    • This reflects the IMA's commitment to our funding agencies and to highly interactive programs.

  • A complete expense reimbursement form is required.
    • The form can be accessed through your MyIMA prior to your arrival at the IMA.
    • The form should be submitted as soon as possible and will not be accepted more than 6 months after your departure.
    • Forms must be uploaded through your MyIMA.
    • Reimbursement requests must be submitted to the IMA within 60 days of the conclusion of travel.