AIP policies

Travel Policy  |  Ethics  |  Bullying and Harrassment Policy  |  Whistleblower Policy Conflict of Interest Policy Statement on Diversity  |  Background Check Policy

Travel Expense Policy & Reimbursement Form

AIP will reimburse, or pay on volunteers’ behalf, for travel expenses that are necessary and suitable to fulfill a valid business purpose related to the mission of AIP. Volunteers are asked to make reasonable and cost-effective choices and to be prudent when selecting travel routes. Reimbursable expenses include transportation, lodging, meals, parking and other charges. Volunteers should familiarize themselves with and adhere to the Travel Guide for Volunteers.

Please submit requests for reimbursement using this Travel Expense Voucher. Remember to sign the form and attach receipts. All expenses should be submitted within 14 days to your staff liaison.

Commitment to Ethics

Policy Standards of Business Ethics and Conduct

AIP adheres to the highest legal and ethical standards. We hold ourselves accountable in our professional conduct encouraging a culture of open communication, dedication, and compassion, fairness, impartiality and effectiveness. We conduct our business in strict observance of both the letter and spirit of all applicable laws and standards, and recognize that our chief obligation is to serve the best interest of our constituencies.

Full policy

Bullying and Harassment Policy

Policy on Equal Employment and Anti-Discrimination

This is a broad policy that largely deals with the AIP workplace. However, there are elements of this policy such as bullying, discrimination, and harassment (items 2.7 and 3) that also pertain to volunteers. AIP defines bullying as “repeated inappropriate behavior, either direct or indirect, whether verbal, physical or otherwise, conducted by one or more persons against another or others, at the place of work and/or in the course of employment.” AIP does not tolerate bullying behavior. Staff members [and volunteers] found in violation of this policy will be subject to corrective action, up to and including termination.

Full policy  |  Report a violation: email [email protected]

Board Statement on Confronting Harassment, Bullying, Exclusion and Inequity

Click here to see the Board Statement

Whistleblower Policy

Policy on Protection of Individuals Who Report Financial Improprieties or Other Misconduct

We are required to observe high standards of business and personal ethics in the conduct of our duties and responsibilities. AIP expects staff members and volunteers to comply with all applicable laws and regulatory requirements, accounting standards, accounting internal controls, audit practices, and AIP policies. If you, in good faith, suspect another person affiliated with AIP has engaged in questionable conduct involving financial improprieties, misuse of AIP’s assets, conflicts of interest, or any other action that is illegal, fraudulent or in violation of AIP policies or detrimental to the interests of AIP, you have a responsibility to report it.

Full policy:  See the policy for how to report violations.

Conflict of Interest Policy and Disclosure Statement

Conflicts of Interest Policy for Directors, Officers, and Key Employees

One of the most important assets of our organization is our reputation in the eyes of the Member Societies and in the community we serve. A "Conflict of Interest" (COI) is any circumstance in which the personal, professional, financial, or other interests of a covered person may potentially or actually diverge from his or her obligations to, and interests of, AIP and AIP Affiliates. A Covered Person must disclose COI and, where relevant, cooperate with any plan adopted by AIP to manage, reduce, or eliminate it.

Full policy  |  Disclosure statement

Statement on Diversity

Click here to see our Statement on Diversity.

Board Resolution on Diversity in Member Society Volunteer Appointments

Click here to see the Board Resolution.

Open Access Position Statement from AIP and Other Physics Societies

Click here to see the Open Access Position Statement. 

Background Check Policy

Click here to see the Background Check Policy.