Reimbursement Policies and Procedure

 

Reimbursement of travel award and grant funding is distributed by the ASBMB office in Rockville, MD, following recipient’s participation in the meeting and required award activities as noted in each award’s online description. 
 
Allowable travel related expenses include Economy class transportation or mileage if driving, airport transfers or parking, hotel expenses, meals for the award recipient only. 

 

Meeting registration and abstract submission fees do not qualify for reimbursement.
 
Reimbursement takes approximately 4-6 weeks to process following receipt of original receipts, completed and signed reimbursement form and any other required documentation specific to recipient's award by the ASBMB office. 
 
Name and mailing address must be legible for request to be processed.

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. ASBMB does not pay out reimbursements via wire transfer.

Reimbursement checks will be made payable to the individual award recipient.  Checks may be made payable to the recipient’s institution if clearly stated on the reimbursement form. 
 
Reimbursement may be requested for eligible travel related 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.   

 

Submission Instructions              Award Notification              Reimbursement Policy

 


 

Helpful hints for submission of ORIGINAL receipts: 

  • Secure loose receipts by taping them in an orderly fashion to 8.5 x 11 sheets of paper.  Do not mail loose receipts or the request will be returned to you unprocessed. 

  • 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.

  • Always get a receipt from a taxi driver.

  • 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.  Items include but are not limited to the following: 

  • Meeting registration

  • Nonrefundable abstract submission fee

  • Alcoholic beverages

  • Meals for anyone other than the award recipient

  • Poster printing or shipping fees

  • Internet access or cell phone expenses

  • Clothing/attire

  • Parking violations

  • Medical treatment, co-pays or medications

  • Entertainment or souvenirs  


     

 

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 May 31, 2012:
 

ASBMB
Attn: Travel Award Office
11200 Rockville Pike, Suite 302
Rockville, MD  20852
USA

 

Questions: meetings@asbmb.org