SWS Travel Subsidy Policy

Travel subsidies are only available to SWS Members at the Winter Meeting. Officers and Chairs are eligible to receive a travel subsidy at the Summer Meeting. Award winners who receive a travel grant are not subject to a cost-share. All other travel subsidies are subject to a cost-share.

In the past I only had to attend the business meeting and be a member to receive reimbursement. What is different about it this time?

SWS Member travel subsidy is participation-based. You are eligible for receiving up to $300 in travel reimbursement if you meet the following criteria:

  1. You must be a member by January 15, 2018.
  2. You must stay within the SWS Hotel Block at the meeting hotel.
  3. You must actively participate in the Winter Meeting. The following activities qualify as having actively participated. You must complete at least one:
    • Attend an open committee meeting
    • Present a paper
    • Be a panel presenter
    • Attend New Member Orientation on Friday morning

How it works?

Everything is processed electronically! Panel presenter/paper presenter names will be taken from the final program. Committee rosters and attendance at the New Member Orientation will be used to get names of those eligible for reimbursement. Simply submit your receipts. Your name will be crosschecked against our records and reimbursement will be issued within 4 weeks.

We will have an online system set up for you to easily submit your receipts for processing. It is very important that you follow all of the instructions to ensure efficient processing. Please contact Barret Katuna at swseo.barretkatuna@outlook.com if you must mail your receipts. The Executive Office prefers that you use this online system.

Should you need to mail your receipts, they must be postmarked within 60 days of the conference (March 29, 2018) or you will risk forfeiting your travel subsidy.

SWS
P.O. Box 150
South Glastonbury, CT 06073

What items are eligible for reimbursement?

Flights, ground transportation to/from the airport or conference space, airport parking, mileage (if driving), long distance bus tickets (e.g. Greyhound, Peter Pan), train tickets (e.g. Amtrak), and lodging are eligible to be reimbursed.

What items are not eligible for reimbursement?

Registration costs, Food, and any other items not directly affiliated with the Winter Meeting will not be reimbursed.

Is there a cost-share?

Yes, you are responsible for a certain amount of your travel/lodging expenses based upon your annual income. Please use the chart below to determine how much you are responsible for. Members can receive up to $300.

 

 Income Level:            Responsible for:

0-25K                          $50
26K-35K                     $75
36K-45K                     $100
46K-55K                     $150
56K-65K                     $200
>66K                            $250

So, if your receipts total $300.00 and you fall under the 0-25K income level, you will receive $250 (you are responsible for $50). If your receipts total $350 and you fall under the 0-25K income level you will receive $300. If your receipts total $400 and you fall under the 0-25K income level you will receive $300 (this the maximum). Cost shares do not apply to award winners who receive travel funds for a specific amount.

I drove to the Winter Meeting, should I send you my gas receipts?

No. We will reimburse you for mileage at the current federal rate. In order to receive reimbursement for mileage, we require proof of total miles driven to/from the event. This can be provided in the form of Google Map Directions or MapQuest Directions that states the mileage driven both ways.  We are not able to reimburse gas receipts! If you carpooled, please note this and divide the cost by the number of people in the car. !

 It’s been more than 4 weeks since I’ve submitted my check, where is it?

Please email Barret Katuna at swseo.barretkatuna@outlook.com to see the status of your reimbursement only if it has been at least 4 weeks since submitted your request.

I think I lost my reimbursement check. What should I do?

Please email Barret Katuna at swseo.barretkatuna@outlook.com and she will confirm with our bank
records that your check has not yet been cashed. Barret will then stop payment on your check and there. There will be a $35 fee for re-issued checks due to misplacement. The $35 covers the cost associated with issuing a stop payment. Please cash your
check as soon as you receive it.