SVIN MEETING TRAVEL AND EXPENSE REIMBURSEMENT GUIDELINES

The Society’s policy is to reimburse SVIN Travel Award Recipients up to $750.00 for normal and reasonable expenses related to authorized SVIN travel. Reimbursement includes the cost of transportation, meals, lodging, and registration, provided such expenses are incurred in the course of attending the SVIN conference. Appropriate receipts and documentation of expenses should be submitted before reimbursement is made. Reimbursement will be processed within 30 days upon receipt unless an expense is being questioned.

You are required to accumulate and substantiate the following elements of expenditures for reimbursement.

1. The amount of the expense.
2. The time and place of the expense.
3. The purpose of the expense.

Any single item of expense of $25 or more must be supported by a receipt. Transportation and lodging receipts are always required, even if the expense is less than $25.

LODGING/HOTEL: If lodging arrangements are not made through the SVIN staff, the traveler has the responsibility to stay in lodging comparable in price to arrangements normally made by the SVIN. Attach hotel/lodging bills. Meals, telephone, valet, etc. (charged to room) need not be broken out to other captions.

MEALS:

• Include traveler’s own meals when paid for individually.
• If business meal expenses are incurred, the names of guests, business affiliation, and nature of business must be indicated on the expense form under the ENTERTAINMENT box.

TIPS: Include any tips for cabs, etc. related to SVIN business activities. Indicate on the receipt the amount of tip given.

TRANSPORTATION: The most economical available transportation should be used that satisfactorily accomplishes the purpose of the trip. The SVIN will reimburse the lowest cost of these options:

• Commercial Airlines: Coach or lower-cost fare categories should be used.
  Travelers are strongly encouraged to increase cost savings by making ticket purchases in advance of 7, 14, or 21-day ticketing requirements whenever possible. The flexibility of several hours in scheduling flights can also increase savings. For particular meetings, the SVIN may have negotiated discounted travel with an airline. Check with the staff liaison for the committee to determine applicability. Travel other than coach or economy class will not be reimbursed.
• Ground transportation: Receipts for rail, bus, and taxi fares, or statement of automobile miles driven must be submitted. Automobile mileage is reimbursable at the current mileage rate of 62.5 cents per mile. Car rentals may be used if other ground transportation is unavailable, or more expensive. Prior approval of car rentals from SVIN office is recommended to assure reimbursement.

OTHER: Any SVIN-related telephone calls, or activities not listed above or included on the hotel bill. An explanation of calls or activities must be included as an attachment to the expense form.