ANCHASL Guidelines for Speaker Reimbursements

1. Reimbursement for Non-Continuing Education Speakers at the Spring Meeting

These guidelines apply to ANCHASL members and non-members. For Continuing Education (CE) Instructor guidelines see section 2.

Registration Fees

In general, speakers, both non-members and members, will pay no registration fee.

If a large number of members are participating in a program, potentially depleting revenue, the Executive Board will need to evaluate the situation.

Honorarium

The Executive Board must review all requests for honoraria of over $100.

Travel

If not reimbursed by employer, speakers may be reimbursed for travel expenses. It is expected that the most economical means of travel be employed. Expense documentation must be submitted with reimbursement form.

  1. Airline travel: Economy or coach fares will be reimbursed.
  2. Airport parking.
  3. Other public transportation (train, bus, etc): Minimum first class levels of accommodations for travel may be used. Travel expenses to and from terminals and intercity fares in connection with the ANCHASL event are included.
  4. Taxi: Cost of taxi for use of traveling to and from the activity or within the city of the activity
  5. Rental car: Cost of rental car for use of traveling to and from the activity or within the city of the activity may be considered, if it is more economical than using a private car. Economy or mid-level automobile is acceptable.
  6. Private Automobile: Reimbursement for mileage will be reimbursed at the current Internal Revenue Service mileage allowance. Tolls and parking costs will be reimbursed. Fuel, oil, insurance premiums, repairs, or other costs are not reimbursable; fines for automobile violations or personal misconduct are not reimbursable.

Hotel Accommodations

If not reimbursed by employer, and if the speaker requests overnight accommodations when traveling less than 100 miles, the Executive Board must review it. Hotel accommodations may be made at first class, but not luxury hotels, and may be made by the Speaker or by ANCHASL. Reimbursement will be made on the basis of reasonable costs incurred. Any discount rates should be obtained whenever possible. Original documentation (hotel bill or receipt) indicating payment that has been made in full must be submitted for reimbursement.

Meals

Reimbursement for meals will be made on the basis of reasonable costs incurred up to maximum of $50 per day. In all cases, either documentation (e.g., original receipt) or an itemization of costs (i.e., explanation of expenditure incurred, including nature or purpose of such expenditure and date) must be included.

Other Expenses

ANCHASL will provide AV equipment, photocopies of handouts (up to a maximum of 100 black and white pages per attendee), evaluation forms, and certificates.

2. Reimbursement for Continuing Education (CE) Instructors for Fall Meeting

Registration Fees

CE Instructors will pay no registration fee.

Honorarium

An honorarium up to $500 may be authorized by the CE Committee Chair. The Executive Board must review any amount over $500.

Travel

Travel arrangements may be made either by ANCHASL or by the CE Instructor, according to the following guidelines. It is expected that the most economical means of travel be employed. Expense documentation must be submitted with reimbursement form.

  1. Airline travel: Economy or coach fares will be reimbursed
  2. Airport parking.
  3. Other public transportation (train, bus, etc.): Minimum first class levels of accommodations for travel may be used. Travel expenses to and from terminals and intercity fares in connection with the ANCHASL activity are included.
  4. Taxi: Cost of taxi for use of traveling to and from the event or within the city of the activity
  5. Rental car: Cost of rental car for use of traveling to and from the activity or within the city of the activity may be considered, if it is more economical than using a private car. Economy or mid-level automobile is acceptable.
  6. Private Automobile: Reimbursement for mileage will be at the Internal Revenue Service mileage allowance. Tolls and parking costs will be reimbursed. Fuel, oil, insurance premiums, repairs, or other costs are not reimbursable; fines for automobile violations or personal misconduct are not reimbursable.

Hotel Accommodations

If not reimbursed by employer, and if the Instructor requests overnight accommodations when traveling less than 100 miles, the Executive Board must review it. Hotel accommodations may be made at first class, but not luxury hotels, and may be made by the CE Instructor or by ANCHASL. Reimbursement will be made on the basis of reasonable costs incurred. Any discount rates should be obtained whenever possible. Original documentation (hotel bill or receipt) indicating payment that has been made in full must be submitted for reimbursement.

Meals

Reimbursement for meals will be made on the basis of reasonable costs incurred up to maximum of $50 per day. In all cases, either documentation (e.g., original receipt) or an itemization of costs (i.e., explanation of expenditure incurred, including nature or purpose of such expenditure and date) must be included. .

Other Expenses

ANCHASL will provide AV equipment, photocopies of handouts (up to a maximum of 100 black and white pages per attendee), evaluation forms, and certificates.

The MLA accreditation fee is the responsibility of the instructor.

Travel Documentation and Itemization

The following items of expense, included on the reimbursement form, must be substantiated by original documentation.

  1. Transportation costs:
  2. Airline, bus, or railway ticket stubs
  3. Automobile parking and toll receipts
  4. Taxi fare receipts
  5. Rental car receipts
  6. Airport parking receipts
  1. Hotel costs:
  2. Itemized hotel bill
  1. Meal costs
  2. Meal receipts

1