Reimbursement Policy

President

In recognition of the important role the President plays in representing the Association at meetings, RBMA provides the President the following:

• Complimentary registration for any RBMA-sponsored meeting he/she elects to attend
• Reimbursement of all reasonable travel-related expenses for meetings attended

In the event the President cannot attend an RBMA-sponsored meeting, the President may choose a Board member to attend in his/her place subject to the same reimbursement policy that all reasonable travel expenses and registration fees would be covered by RBMA. 

Fall Educational Conference and Summit

The Fall Educational Conference and Summit provide opportunities for the conduct of Association business, such as Board meetings, and to gather feedback about the conference and develop ideas for future educational programs.  Accordingly, RBMA provides the following:
Board of Director Meetings 

• Board of Directors:
• Hotel accommodations for two nights; possible additional night for Executive Committee meeting, Board orientation, etc.
• Complimentary conference registration
• Up to $250 towards economy-class airfare**(advanced purchase required)
• Committee/Task Force Chairpersons, Liaisons, and Association Guests (subject to invitation by the President and attendance at the Board meeting):
• Hotel accommodations for one night
• Up to $250 towards economy-class airfare** (advanced purchase required)

Programs Committee Chairperson(s)/ Members 

• Program Committee Chairperson(s): 
• Hotel accommodations for one night (in addition to Board meeting) 
• Complimentary conference registration 
• Program Committee members: 
• Complimentary conference registration 

Fees for special events and guests are responsibility of the individual and not covered by RBMA.

Mid-Winter Board Meeting and Strategic Planning Session

RBMA provides most meals, hotel accommodations, and airport transfers* at RBMA sponsored functions.  For Board members and other invited attendees (committee/task force chairpersons, liaisons, and Association guests), RBMA will reimburse reasonable travel related expenses associated with:

• Economy-class airfare** – advanced purchase required 
• Mileage to and from your airport (mileage rate as determined by the IRS) 
• Parking at the airport 
• Meals not provided by RBMA 
• Tips (e.g., bell staff, skycaps) 
• Telephone/Internet-connection 
• Other reasonable incidental charges 

Alternatively, a per diem of $50.00 per day may be taken for mileage, parking, meals, tips, telephone/Internet, and other incidental charges.

*    If you select another form of transportation to/from the airport to the meeting hotel, you will be reimbursed up to the amount of the prescheduled service. (Original receipt required.)  Rental car reimbursement will be capped at $125 for the meeting.

**   Mileage in lieu of airfare.  If you choose to drive rather than fly to your destination, the lowest airfare plus to/from airport transportation is paid or actual mileage cost (rate as determined by the IRS) whichever is lower.

RBMA Board meetings and Strategic Planning Sessions have a master rooming list.  Your RSVP is requested and required to guarantee your room and ensure an accurate rooming list for the hotel.  Room and tax will be charged directly to the RBMA master bill.  Appropriate incidental charges may be covered by RBMA.

Standalone Educational Seminars/Programs

For RBMA educational programs other than the Fall Conference and Summit (e.g., Marketing, Physicians & Administrators, etc.), RBMA will provide the following:

• Ad Hoc Seminar Sub-Committee Chairperson 
• Complimentary registration 
• Hotel accommodations for seminar (plus one extra night for travel, if necessary) 
• Ad Hoc Seminar Sub-Committee members:
• Complimentary registration

Official RBMA Attendance at Allied Association Meetings

At the request of the RBMA, RBMA members may be asked to represent the Association at meetings of other allied associations (e.g., ACR, RSNA, AHRA).  For such official business travel, RBMA will reimburse reasonable travel related expenses associated with:

• Economy-class airfare** – advanced purchase required 
• Hotel accommodations 
• Mileage to and from the airport (mileage rate as determined by the IRS) 
• Parking at the airport 
• Transportation (e.g., cabs, subway) 
• Meals 
• Tips (e.g., bell staff, skycaps) 
• Telephone/Internet-connection 
• Other reasonable incidental charges 

**   Mileage in lieu of airfare.  If you choose to drive rather than fly to your destination, the lowest airfare plus to/from airport transportation is paid or actual mileage cost (rate as determined by the IRS) whichever is lower.

Method of Payment

Reimbursement for reasonable travel-related expenses is made after the meeting.  Travel expenses are to be itemized with original receipts for charges at or above $25.  For per-diem, applicable to SPS and Mid-Winter meetings only, list the number of days of the meeting along with reasonable days for travel to and from the meeting.

Individuals traveling on behalf of the RBMA should submit their travel expense reports within 60 days of the last day of the meeting.  All expense reports must be received in the RBMA’s office by January 10th.  Any individual requiring consideration for payment prior to a meeting should contact the RBMA Executive Director directly.