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2015 Annual Meeting Travel Award Reimbursement

ASBMB 2015 Travel Award Reimbursement Policy
 
Reimbursement of travel award and grant funding is distributed by the ASBMB office in Rockville, MD, following the recipient’s participation in the meeting, including abstract presentation, required award activities and reporting, as detailed in each online award description.

The recipient must complete, sign and mail 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 requests take approximately 4-6 weeks to process following receipt of documentation by 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 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 recipient’s institution.  

The reimbursement check will be made payable to the individual award recipient. 
If clearly stated on the reimbursement form, a reimbursement check may be made payable to the recipient’s institution.

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

No funds will be distributed on-site, or prior to the conclusion of the meeting. 

No arrangements are provided “in-kind.”  

Allowable Expenses


 
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 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 and parking at facility of origin 
  • Hotel expenses 
  • Meals (alcohol excluded) for the award recipient only   

Helpful hints for submission of ORIGINAL receipts  

  • Tape loose receipts, in an orderly fashion, to 8.5 x 11 sheets of paper.  Do Not mail loose receipts or the request will be returned unprocessed.  
  • If transportation or housing was booked online, include a print out of the electronic receipt that includes name, airline/hotel, itinerary or location of stay, dates of travel/stay and amount paid.  
  • Every expense claimed, must be accompanied by a receipt.  No matter how small the expense, a cup of coffee at Starbucks or breakfast at McDonald's, include the 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.  
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Examples of expenses that do NOT qualify for reimbursement:
 
Items include, but are not limited to, the following  

  • Meeting registration    
  • Nonrefundable abstract submission fee    
  • Poster printing or shipping fees 
  • Baggage fees
  • Alcoholic beverages 
  • Meals for anyone other than the award recipient  
  • Internet access or cell phone expenses 
  • Clothing/attire 
  • Parking violations, bail, etc. 
  • Medical treatment, co-pays, medications, etc. 
  • Entertainment or souvenirs 

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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 will make the reimbursement check payable to the NIH when instructed at the top of the reimbursement form.
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ASBMB Underrepresented Graduate Student Travel Award, Funded by the FASEB MARC Program
 
The ASBMB Underrepresented Graduate Student Travel Award is administered through the FASEB MARC office.  Reimbursement instructions for this award only, including eligible expenses, will come from the FASEB MARC office with award notification.  Submit reimbursement requests directly to the FASEB MARC office per their instructions.  ASBMB Underrepresented Graduate Student Travel Award recipients are required to attend the travel award related events and abstract presentations described in the online award description, to remain eligible for reimbursement. 
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ASBMB Child Care Grant
  
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 transport your child(ren) to the meeting
  • Funds may not be use toward the applicant/attendee's travel or other expenses associated with participation in the meeting. 

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Reimbursement Submission Deadline
   
Post mark and mail to the address below no later than June 15, 2015:
Keep a copy of all documentation for your records. 

ASBMB
Attn: Travel Award Reimbursement
11200 Rockville Pike, Suite 302
Rockville, MD  20852
USA 
Questions: travelawards@asbmb.org