Travel Reimbursement for MADD’s 45th Anniversary
Hotel reservations at the MADD group rate are due by August 1, 2025. All participants are required to register, so we will have accurate event counts.
The MADD 45th Event Registration cutoff is September 1, 2025.
For those who are fundraising to benefit MADD and cover the costs of their travel, the following guidelines will apply.
General
Due to MADD’s 501(c)(3) tax exempt status, care must be provided to ensure that there is no private benefit provided to those associated with a nonprofit organization due to the considerable tax advantage afforded under tax-exempt status.* As such, MADD is only able reimburse travel costs for MADD’s 45th Anniversary as outlined below in accordance with MADD’s policies and according to IRS rules and regulations.
Reimbursements
MADD cannot reimburse expenses in excess of the amount raised by the registered participant.
Amounts raised in excess of travel costs will be used by MADD to offset other event costs such as catering, rentals, and supplies.
Expenses must be submitted by September 30, 2025. Submit receipts to [email protected]. When sending your email with receipts, please use the subject line: MADD 45th Anniversary.
Participants in the MADD 45th anniversary event will be considered volunteers. Volunteers may receive reimbursement for out-of-pocket expenses. Volunteers cannot receive compensation, gift cards, or in-kind benefits in exchange for their services, as such
compensation can cause the recipient to be deemed employees under the laws or create other risks to MADD.
Lodging
MADD has reserved a block of rooms at the Holiday Inn Washington Capitol National Mall. Follow the link in the registration process to get the discounted rate. Please submit fully itemized receipts for lodging reimbursement. Participants may choose lodging other than the Holiday Inn Washington Capitol, and they will be reimbursed up to the Holiday Inn Washington Capitol block rate of $299/night plus appropriate taxes/fees and hotel parking. MADD will not reimburse hotel incidentals.
Airfare
MADD strongly encourages that air travel be purchased in advance using the lowest fare available, which minimizes stops and layover time. Regular coach class will be reimbursed (up to available funds raised). First class or business class travel will only reimbursed up to what would have been paid for the economy fare on the same travel dates, airline and route.
Personal Vehicle Mileage In Lieu Of Air Travel
Event participants may choose to drive their personal vehicle to the 45th Anniversary event. Reimbursement for travel by personal automobile will be reimbursed at the $0.70/mile IRS rate in lieu of airfare.
Car Rental
A car may be rented when schedules do not permit the use of air travel, or when the total cost of renting a car (including fuel costs for the rental car) would be less than air travel. Car rentals should be made at the lowest possible daily rate for compact or economy cars. Exceptions are rental cars for more than one occupant, reasonable accommodations for disability, or cars used to carry large equipment on behalf of MADD.
The renter’s copy of the rental receipt and agreement must be attached to the expense report when submitted.
Meals & Incidentals
Meals will be paid at a flat rate per day based on the participant’s scheduled arrival and departure dates. Receipts are not required. The number of days and reimbursement will be based on the participant’s travel itinerary and event attendance. Meal rates below are
inclusive of tips & incidentals.
• Monday, September 8, 2025 (pre-event travel) – $83
• Tuesday, September 9. 2025 (full day) $110
• Wednesday, September 10, 2025 (full day) $110
• Thursday, September 11, 2025 (post-event travel) – $83
Ground Transportation
Ground Transportation to/from the airport, and to from MADD 45th anniversary event will be
reimbursed up to the following amounts. Receipts must be provided for ground
transportation.
• Airport Transfers: up to $200 total for roundtrip
• Uber/Taxi/Shuttles to/from MADD 45th anniversary events: $50 per day
Traveling Companions
Expenses for traveling companions, including family members of registrants, will not be paid by MADD unless the traveling companion has also registered. Costs for traveling companions, including extra charges incurred for additional hotel room occupants, meal costs, and the cost of plane tickets for traveling companions are not reimbursable unless funds raised cover these additional amounts. MADD will make reasonable accommodation for those with disabilities who require travel companions.