ASBMB 2013 Travel Award 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 and abstract presentation, as noted in each online award description.

Allowable travel related expenses vary by award category.  Please refer to the award description for specific exceptions to the following list of eligible reimbursable travel expenses. 

  • Economy class, advance-purchase airfare or train fare
  • Mileage if driving or rental car expense (mileage is included in the cost of the rental fee) and parking
  • Airport, train station, or hotel transfers or parking
  • Hotel expenses
  • Meals (alcohol excluded) for the award recipient only 

Meeting registration and abstract submission fees do not qualify for reimbursement.

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

Reimbursement takes approximately 4-6 weeks to process following receipt by the ASBMB office of original receipts, completed and signed reimbursement form and any other required documentation specific to recipient's award.

Reimbursements are 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 currently pay reimbursements via wire transfer.

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 award recipient or the awardee’s institution.  You do not need to submit receipts for expenses that exceed the award amount.

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.

Name and mailing address must be legible for request to be processed.

No funds are distributed on-site or prior to the conclusion of the meeting. 
No arrangements are provided “in-kind.”

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 at Starbucks 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, bail, etc.
  • Medical treatment, co-pays, medications, etc.
  • Entertainment or souvenirs 

NIH Fellows   

NIH Fellows or any applicant affiliated with the NIH or other government organizations are strongly encouraged to check with your administrative office regarding the rules governing acceptance of reimbursable 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." 

ASBMB Graduate Minority (FASEB MARC Program) Travel Award   

The ASBMB Graduate Minority Travel Award is administered through the FASEB MARC office.  Your reimbursement instructions, including eligible expenses, 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 and abstract presentations, as described in the online award description. 

ASBMB Child Care Grant   

The ASBMB Child Care Grant funds may be used to fund one of the four funding scenarios noted in the online award description.  Funding scenarios may not be combined; funds may not be used towards normal ongoing child care expenses; funds may not be used to reimburse travel or other expenses related to the attendee’s travel or participation in the meeting. 

Reimbursement Submission Deadline  

Post mark and mail to the address below no later than May 31, 2013:

Attn: Travel Award Reimbursement
11200 Rockville Pike, Suite 302
Rockville, MD  20852


Submission Instructions              Award Notification              Award Descriptions