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 all original receipts within 10 days of the completion of your trip.
Page 1: Please fill out the top section for travel (in blue) and include your home address where you reimbursement will be sent. Do not fill out any information below the ‘summary of expenditures line.’
Page 2: On the second sheet in the excel form, you will list your expenditures. These will automatically populate the summary on page 1. (Taxis will be filed under misc.)
Please make a copy of all documents for your records.
We recommend that you email your receipts and form prior to signing to firstname.lastname@example.org to confirm they are complete and correct before mailing the original documents to the address below.
Submit signed form and original receipts to:
Attn: Melanie Smith
360 Huntington Ave., 302 Stearns Center
Boston, MA 02115
Reimbursements can take 2 weeks or more to be processed and returned.
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 (email@example.com).
International Travel must be pre-approved by DHS at least 60 days prior to travel, before being reserved. Please reach out to Melanie Smith (firstname.lastname@example.org) to learn more about this process.
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. Tickets from international airline carriers cannot be reimbursed.
Lodging will be reimbursed for the nights of November 14th and 15th, 2016 for up to $209 + tax (per night).
Hotel Room Blocks have been reserved at the following Boston hotels for the nights of November 14th and 15th, 2016. Booking information and rates are listed below:
Inn at Longwood Medical: Room block group code: “ ASDA1115″. 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. Please note: the room rate will expire on October 14, 2016.
To book a room at The Colonnade Hotel, for the rate of $292/night + tax for 2 night reservations, (for 1 night reservations, the rate is $399/night + tax). Please contact Melanie Smith at email@example.com, or 617-373-2976 for information on how to book.
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. dinner on the evenings of November 13th, 14th and 15th). Alcohol is not a reimbursable expense.
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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