Meeting Attendees Reimbursement Policy
As a non-profit organization, dedicated to building healthy communities, stewardship of our resources is essential. With this in mind, it is imperative that meeting participants attend all required sessions. Our policy is to reimburse individuals for approved, reasonable, and proper travel expenses as covered, in the following policies.
1. The AMA Alliance may reimburse, in whole or in part, attendees to select meetings. Such reimbursement shall be made only to AMA Alliance members.
2. Exceptions to the following policy may be requested by members and will be considered by the Finance Committee on a case by case basis.
3. Fall/Winter Session State and County Participants
a. Reimbursement to participants shall be made on the following basis:
1) An eligible county or state participant must be a regular or associate
member and shall be reimbursed a maximum of three (3) times within a six
year period.
2) When a completed voucher is received at AMA Alliance Headquarters
postmarked no later than two weeks following the conclusion of the meeting,
75% of the cost of transportation;
3) When a completed voucher is postmarked no later than three weeks
following the conclusion of the meeting, 50% of the cost of transportation;
4) When a completed voucher is postmarked no later than four weeks
following the conclusion of the meeting, 25% of the cost of transportation;
5) When a completed voucher is postmarked later than four weeks following
the conclusion of the meeting, no reimbursement.
6) Late arrival/early departure will result in a 25% reduction in
reimbursement for each day not in attendance.
7) Airfare costing over $500 will require pre-approval from the Finance
Manager or Treasurer. Without prior approval, maximum reimbursement will
be limited to $500. Please allow two (2) business days for a decision.
b. The above provisions for reimbursement for either Fall or Winter sessions
during the Alliance fiscal year may include, but are not limited to the following
county and state participants:
1) Nominated state president-elects, county presidents, county president
elects, county membership chairs, state membership/legislation/health
promotion/AMA Foundation chairs;
2) Only one county leader and only one state leader, with the exception of
county co-presidents/presidents-elect or a nominated state president-elect, is
eligible for reimbursement per Fall or Winter Session.
4. RPS/MSS participants must be an AMA Alliance member who: (1) has not received reimbursement for Fall/Winter Session attendance within the past two years and (2) is in a leadership position within their RPS/MSS organization.
a. Two leaders from each RPS/MSS organization or group shall be eligible to
have meeting registration fees waived for each Fall or Winter Session.
5. In accordance with the above policy, meeting attendees are expected to attend all sessions indicated on the personalized meeting schedule received at registration to be eligible for reimbursement. However, if attending all indicated sessions poses a significant hardship for an attendee, an exception may be requested for pro-rated registration fees or airfare reimbursement.
a. Exception requests with rationale for request should be directed to the
Treasurer, either by e-mail or letter, for consideration by the Finance Committee
by either email, at their next conference call or scheduled meeting.
b. Members must register for the meeting at full registration fee. Members will
be issued a refund if the exception request is granted by the Finance Committee.
Approved 06.23.07