ADSA Reimbursement Guidelines

Reimbursement Guidelines for Academic Speakers

Reimbursement will be provided for actual, reasonable, and proper expenditures. Such expenditures shall be reasonable in amount and proper in nature and the purpose of the expense shall conform to sound, ethical and legal standards of conduct.  “Reasonable” is defined as that which enables an individual to live comfortably, but not extravagantly while away from home.  Individuals are expected to exercise the care normally exercised while operating on their own funds while recognizing that reimbursement is coming from a government grant and is restricted as such.  Reimbursement will not be given to provide travel or related expenses to an individual whose comparable expenses are being defrayed by his/her employer or by some third party.

Receipts are required for all expenditures; any unusual items or amounts must be fully explained.  Incorrect documentation may result in delay or non-reimbursement of specific items. Please complete our expense reimbursement form and submit along with original receipts.

Reimbursement requests must be submitted no later than 10 days following the completion of the trip or of incurring the expense.

Transportation (Airfare)

Airfare will be reimbursed up to $500 for roundtrip flights to Boston.

Reservations should be made in such a manner as to secure the best available fare. Allowances to individuals for transportation normally will not exceed the cost of jet economy round-trip airfare between the individual’s home or institution and the event. Any round-trip airfare over $500 must be approved in advance by Melanie Smith (

Please remember the Fly America Act, as enacted by Congress, mandates that individuals use FAA-certified airlines headquartered in the United States on travel funded by the U.S. Government.


Lodging will be reimbursed for the nights of May 9th and 10th, 2016 for up to $209 + tax (per night).

Hotel Room Blocks have been reserved for the nights of May 9th and 10th, 2016. Please find booking information below:

Inn at Longwood Medical: Room block group code: “ADSA0516″. Room block rate: $209/night + tax. To book a room at the Inn at Longwood, please visit their booking link here, or call (617) 731-4700, and ask for the NEU ADSA14 Workshop rate. Please note: the room rate will expire on April 18th, 2016.

The Holiday Inn Boston-Brookline: Room block group code: “ADS”.  Room block rate: $199/night + tax. To book a room at the Holiday Inn Boston – Brookline, please visit their booking link here, or call (855) 813-9839 and ask for the ADSA14 rate. Please note: this room rate will not expire, but is subject to hotel availability.

To book a room at The Colonnade Hotel, for the rate of $275/night + tax, please contact Melanie Smith at, or 617-373-2976 for information. This rate is available until Monday, April 25th.


Individuals are expected to exercise good judgment when ordering meals.

Personal meals are allowable for only those meals not provided by the event (i.e. meals for the evenings of May 9th, 10th and 11th). Alcohol is not a reimbursable expense.

Local Transportation

The use of public transportation (buses and subway), airport shuttles and taxis are the preferred mode of transportation; make sure to ask for a receipt if one is not offered.  Properly documented parking fees and toll charges are allowable.  Rental vehicles should not be used unless the cost is less than that of other available transportation, or the circumstances make a rental car the only reasonable means of travel.


Mileage is only reimbursed if documentation is provided showing that use of the personal vehicle is less expensive than renting a car, taking a taxi, or using alternate transportation.  Mileage is reimbursed at the rate established by the IRS. This mileage allowance is in lieu of actual expenses such as gas.  To be reimbursed for mileage, you must provide locations traveled to and from and total mileage.

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