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AIMBE Reimbursement & Refund Policy

Adopted July 2024

Table of Contents

Section I: Honoraria and Speaker Expenses

AIMBE does not provide honoraria for speakers. Speakers may be reimbursed following the guidelines below.

Section II: AIMBE Travel Reimbursement Policy

AIMBE may offer (but is not required to provide) reimbursement for travel expenses to individuals traveling on AIMBE business or associated with the planning and/or presenting at AIMBE-sponsored meetings and/or advocacy activities. AIMBE reimburses these travelers for reasonable business expenses incurred while traveling, including the following:

  • Refundable economy class airfare and standard baggage fees
  • One night’s hotel stay in a single occupancy room (rate to be approved by AIMBE in advance of booking)
  • Ground travel including taxi, uber, and rail (car service is not an approved expense)
  • Meals less than $50 per person (per meal)

*For some events, AIMBE will provide a reimbursement cap on travel expenses. This cap will be communicated prior to your travel.
**Please note any personal travel expenses will not be covered

Requesting Reimbursement

Travelers must request a travel reimbursement form from AIMBE within 30 days after travel is complete. The travel reimbursement form requires itemized copies of receipts for all expenses incurred during travel dates. The travel reimbursement form and copies of receipts must be submitted to AIMBE within 60 days after travel is complete. AIMBE will not reimburse for expenses older than 60 days.

Section III: AIMBE Cancellation and Refund Policy

Cancelled Events and Trips

It is the responsibility of the traveler to cancel all reservations and obtain refunds from airline or hotel vendors if the Fellow can no longer attend the event, or if the event is cancelled with more than 24 hours’ notice. Travel cancelled by a Fellow will not be reimbursed.

If a traveler cancels participation within 14 days of an AIMBE event, they will be billed for any expenses incurred by AIMBE including meals and lodging.

For events that are cancelled by AIMBE in under 24 hours, Fellows will still receive previously communicated travel expense reimbursement. AIMBE will not incur additional costs associated with cancellation.

Refund Policy

Registration fees or tickets to AIMBE events may be cancelled and refunded no less than 30 days prior to the event date.

If AIMBE cancels an event, your registration will be credited or refunded.