The SWS travel subsidy policy has changed in an attempt to encourage more participation on the behalf of its members. Please read the Q&A below to see what has changed and what has stayed the same. These changes are VERY important, please read!
Please note that travel subsidies are only available to 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.
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?
Member travel subsidy is now participation-based. That is, you are eligible for receiving up to $300 in travel reimbursement if you meet the following criteria:
- You must be a member by February 1, 2017.
- You must stay within the SWS Hotel Block at the meeting hotel. <–NEW REQUIREMENT
- 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 will it work this time?
No paper reimbursement forms will be handed out at the meeting! 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 2-4 weeks. Email receipts to firstname.lastname@example.org. Should you need to mail your receipts, they must be postmarked within 60 days of the conference (April 12, 2017) or you will risk forfeiting your travel subsidy.
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 conference will not be reimbursed.
Is there still 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:
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!
It’s been more than 4 weeks since I’ve submitted my check, where is it?
Please email the executive office at email@example.com to see the status of your reimbursement only if it has been at least 4 weeks since submitted your request.
Uh oh. I think I lost my reimbursement check. What do I do?
Please email the Administrative Officer at firstname.lastname@example.org. If our bank records corroborate the claim we will issue you a new check within 2 weeks. There will be a $28 fee for re-issued checks due to misplacement.