HONORARIUM AND EXPENSE REIMBURSEMENT POLICY
Honoraria
No standard honoraria will be offered to speakers. Should the committee chair wish to secure a speaker who requires an honorarium, the chair is to discuss it with the Board liaison to determine the best course of action.
Meeting Registration
Annual Meeting: Registration fee will be waived for non-member speakers. All others (committee chairpersons, committee members, board members, board liaisons, CBBS member speakers) are required to pay registration fees at the Annual Meeting unless other arrangements are approved in advance by the Board of Directors.
Regional Seminar/Workshops: Registration fees will be waived for all speakers, as well as the committee chairperson, the site coordinator and the Board Liaison. Committee members will be expected to pay the registration.
Reimbursable Expenses
Function/Expense Persons Eligible
Planning Meetings
Transportation/Meals All participating Committee Members;
Board Liaison
Regional Seminars/Workshops
Transportation/Meals Committee Chair, Board Liaison, Site coordinator
All Speakers
Hotel Accommodations, if necessary Committee Chair, Board Liaison, Site Coordinator
All Speakers[1]
Annual Meeting
Transportation Non-Member Speakers Only[2]
Meals/Hotel Accommodations Non-Member Speakers Only2
A complete description of expense reimbursement for each of the above items follows.
Contact the Central Office at (916) 560-8536 or if you have questions or if you need additional Expense Reimbursement forms.
Transportation consists of:
1. Airfare
a. Funding is budgeted for economy air travel fares only. CBBS strongly encourages advance purchase airline tickets. Advance reimbursement of airfare is available upon receipt of airline voucher.
2. Taxi/Shuttle
a. This will be reimbursed from home to the airport and to hotel and return.
3. Rental Car
a. This item is not considered a reimbursable expense without prior approval.
4. Personal Auto
a. This item will be reimbursed at the current IRS rate per mile, plus tolls and parking fees on a round-trip basis from your home to the meeting location.
Hotel Accommodations will be provided at the hotel where the meeting is being held and will consist of:
1. In-State Speakers
a. Receive complimentary accommodations for one night’s lodging.
2. Out-of-State Speakers
a. Receive complimentary accommodations for up to two nights’ lodging. If, however, the speaker is scheduled on the Annual Meeting Program to speak more than one day, he or she will receive complimentary lodging for each night prior to his or her speaking engagement. Should the Speaker be scheduled for presentation on day one, and again on day three, with nothing on day two, the speaker will receive three nights' complimentary lodging.
Meal Reimbursement consists of:
Overnight Non-Member Speakers from out-of-town
Non-member speakers will be reimbursed up to a maximum of $50.00 per day for meals paid for out-of-pocket, except where CBBS is providing a meal for them at that time. Expense reimbursement requests that are not accompanied by original receipts will be returned as incomplete. Reimbursement will be for meals only during the time period covered by the accommodations policy listed above.
Expense Approval consists of:
All expenses shall be submitted to the Central Office on a CBBS Expense Reimbursement Form with receipts attached. . The Central Office will forward reimbursement requests to the Committee Chair(s) for their approval. Payment will not be processed until the Committee Chairperson’s or Board Liaison's approval is received in the Central Office. The Central Office must receive forms within 60 days of incurring the expense.
Revised 06/04, 01/06, 08/06, 09/08, 01/12, 04/14, 02/15, 01/17
[1] This expense must be within regional seminars budget and pre-authorized by committee chairperson.
[2] CBBS member speakers are not eligible for reimbursement of expenses incurred in conjunction with the Annual Meeting unless
other arrangements are approved in advance by the Board of Directors.