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POLICY: Reimbursement of Expenses 
For Participation in Board and Annual Meetings in 2020

MASCC Board Members

  • Registration to the Annual Meeting is waived.
  • Up to 2 hotel nights are covered, if the member arrives the day before the Board Meeting, Otherwise, only one night is covered. (Room nights are intended to be a subsidy and therefore are not added to other granted nights)
  • Reimbursement travel rules are as follows: (a) same continent – up to $600 USD (b) Trans-Atlantic – up to $1,200 USD; (c) Asia/Australia – up to $2,000 USD. Only the price for “economy” (obtained at least 14 days prior to departure) will be approved, whatever class might be used.
  • As of July 2017, ground transportation from the airport and/or train station will not be reimbursed.
  • Reimbursement is contingent upon the following: (a) active participation in Board meetings and calls; (b) members are in good standing; and (c) expenses are sent to the Meeting Organizer, MCI Group, within 4 weeks of the online submission link being sent out.

Annual Meeting: Invited Speakers

  • Annual Meeting registration is waived for Annual Meeting speakers.
  • Up to 2 hotel nights are covered.
  • Reimbursement travel rules are as follows: (a) same continent – up to $600 USD (b) Trans-Atlantic – up to $1,200 USD; (c) Asia/Australia – up to $2,000 USD. Only the price for “economy” (obtained at least 14 days prior to departure) will be approved, whatever class might be used.
  • Expenses must be sent to the Meeting Organizer, MCI Group, within 4 weeks of the online submission link being sent out.

Proffered paper speakers do not qualify for waivers of registration, travel, or hotel


Workshop Speakers and Chairs and Annual Meeting Session Chairs

  • Workshop registration is waived for invited workshop speakers who are not MASCC members.
  • MASCC members who are Workshop speakers and/or Chairs are not eligible for travel reimbursement.
  • Travel reimbursement for invited Workshop speakers, who are not MASCC members, is the same as for Board members, and one hotel night is reimbursed (2 hotel nights will also be covered if workshop speakers, who are not MASCC members, are also invited speakers in the main meeting).
  • The Program Committee is encouraged to assign invited Workshop and Annual Meeting speakers to be Session Chairs. Workshop Chairs and Session Chairs registration fee will not be waived.
    • Proffered paper speakers do not qualify for waivers of registration, travel, or hotel.

Staff

  • Registration to the Annual Meeting and workshops is waived.
  • Travel reimbursement rules are the same as for Board members.
  • Up to 5 hotel nights are reimbursed, subject to advance approval from the Executive Director. Daily allowances are not granted, but expenses related to travel (ground transportation, meals) will be reimbursed contingent upon submission of an expense report.
  • Expenses must be sent to the Meeting Organizer, MCI Group, within 4 weeks of the online submission link being sent out.

Instructions For Annual Meeting reimbursements

A link to the online reimbursement system will be sent to Speakers, Board Members and Staff after the Annual Meeting. The details of your expenses should be uploaded with relevant documented statements and invoices to the online system. Your reimbursement requests and invoices must be submitted within four weeks of the online submission link being sent out.  Should you have any questions please contact: [email protected]


[October2013/March2014/December2014/ Revised October 2017 Exec Com/ /February 2018 MC/Revised July 2019 Exec]