Reimbursement Policies and Procedure

Reimbursement of travel award and grant funding is distributed by the ASBMB office in Bethesda, MD, following each recipient’s participation in the meeting and required award activities as noted in each award’s online description. 

Reimbursement takes approximately 4-6 weeks to process following receipt of complete documentation, as described below, in the ASBMB office.  

Reimbursement is paid by check in U.S. dollars and will be mailed to the address provided at the top of the travel reimbursement form. 

Reimbursement checks will be made payable to the individual award recipient.  Checks may be made payable to the recipient’s institution if clearly and specifically instructed on the reimbursement form. 

Reimbursement may be requested for eligible expenses up to the maximum amount of the award/grant.  Expenses in excess of the award amount must be borne by the individual recipient or the recipient’s institution.  

No funds are distributed prior to the conclusion of the meeting, no arrangements are provided on an “in-kind” basis and no funds are distributed on-site at the meeting. 

Each travel award or grant recipient must complete an ASBMB reimbursement form (form distributed as instructed in the award notification email) and submit it along with ORIGINAL receipts to the ASBMB office at the address noted at the bottom of this page.   

As of January 1, 2011, award recipients who are also U.S. citizens will be required to submit a completed W9 form along with the reimbursement form and original receipts.  Recipients studying in the U.S. who hold student visas (example J1) are not required to submit a W9 form.  W9 forms will be provided with the reimbursement voucher as stated in the award notification email. 

Allowable travel expenses include Economy transportation or mileage, ground transportation, hotel expenses, meals, and meeting registration.  Undergraduate students receive complimentary meeting registration onsite. 

Helpful hints regarding submission of Original receipts: 

  • Do not mail loose receipts or the request will be returned to you uprocessed.  Secure loose receipts by taping them in an orderly fashion to 8.5 x 11 sheets of paper. 
  • If you booked transportation or housing online, include a print out of the electronic receipt that includes name of airline/hotel, etc., itinerary or location of stay, dates of travel/stay and amount paid. 
  • No matter how small the expense, a cup of coffee or breakfast at McDonald's for example, your reimbursement request must be accompanied by an original receipt.
  • Receipts for meeting registration are sent electronically from Experimental Biology as a confirmation/receipt email when you register online.  If you do not save a copy of this email communication, you may request a copy onsite at the Experimental Biology registration area in the Convention Center. 
  • Do not include receipts for expenses in excess of the award amount.
  • Faxed or scanned copies of receipts, reimbursement forms, or other related documentation will not be accepted or processed. 
 

 

Examples of expenses that do NOT qualify for reimbursement: 

  • Nonrefundable abstract submission fee; poster printing fees; internet or cell phone expenses; clothing/attire; parking violations; alcoholic beverages; entertainment; souvenirs. 

  • Abstract submission fees do not qualify for reimbursement and cannot be waived by the ASBMB. 

 

 

Specific to NIH Fellows 

  • NIH Fellows or any applicant affiliated with the NIH or other government organizations - it is strongly suggested to check with your administrative office regarding the rules governing acceptance of reimbursable travel funding PRIOR to submitting an application.   ASBMB travel award/grant funds are paid on a reimbursable basis ONLY and no arrangements are made "in kind."
 

 

Specific to ASBMB Graduate Minority (FASEB MARC Program) Travel Award 

  • The ASBMB Graduate Minority Travel Award is administered through the FASEB MARC office.  Your reimbursement instructions will come from the FASEB MARC office with your award notification.  Submit reimbursement requests directly to the FASEB MARC office per their instructions.  Recipients are required to attend the travel award related events as described in the award’s online description.
 

 

Specific to ASBMB Child Care Grant 

  • The ASBMB Child Care Grant funds may NOT be used to fund normal ongoing child care expenses; travel or other expenses related to the attendee or attendee’s participation in the meeting, including meeting registration, abstract submission fee, or other expenses the attendee would already be incurring by attending the meeting.
 

 


 

Reimbursement Request Deadline: 
Post mark and mail to the address below no later than June 1, 2011:

ASBMB
Attn: Travel Award Office
9650 Rockville Pike
Bethesda, MD  20814
USA

 


Questions: meetings@asbmb.org 


ASBMB | 9650 Rockville Pike | Bethesda | MD 20814 | (301) 634-7145