Speaker’s Corner

General Guidelines

A SACUBO member as used in this policy is an employee of a SACUBO member institution (other than business partners). This policy shall apply to Best Practices winners, speakers chosen from the Call for Proposals, and speakers recruited for sessions. Reimbursement is available to one (1) member speaker per institution per session / topic. A SACUBO member speaker may be reimbursed for travel expenses to include one night of lodging, meals, coach airfare (or mileage), ground transportation between hotel / airport, and gratuities as outlined below.

A non-SACUBO member speaker may be paid a fee based on the speaker's standard fee or a negotiated amount as authorized by the Vice President responsible for the meeting / event. However, in many situations, speakers will agree to present in exchange for travel expenses. Travel expenses may be reimbursed for one night of lodging, meals, coach airfare (or mileage), ground transportation between hotel / airport, and gratuities as outlined below. Multiple nights of lodging and related expenses may be allowed for speakers of multiple sessions over multiple days.

SACUBO business partners (vendors/exhibitors) often sponsor specific program sessions at a meeting / event. In some instances, business partners who have not paid to sponsor a presentation may also be program session presenters because the audience represents a forum to promote products and services. Typically, business partners are not entitled to speaker fees or travel reimbursements.

SACUBO appreciates the willingness of its constituents to volunteer for presentations. Most speakers are administrators and staff from member institutions, and as such, SACUBO anticipates these individuals will register for the full conference and pay the normal member rate, as Board members do for each event. If a speaker is not able to register and pay for the full conference, he/she will be allowed to attend the group meal functions included with a registration that are immediately before and/or after his/her presentation.

The NACUBO CEO, NACUBO Chair, and Regional Presidents are entitled to complimentary registrations when attending SACUBO professional development activities; however, this does not typically include travel reimbursement unless the individual is a scheduled program or Board speaker.

Travel Expense Reimbursement Guidelines

Coverage begins at the actual start of a trip, whether it is from the traveler’s regular place of employment or home. It terminates when the traveler reaches either home or office. Expenses for spouses and/or dependents are personal expenses and not reimbursable.

SACUBO requires that requests for reimbursement be substantiated with receipts for expenditures over $25. Receipts for expenditures under $25 are encouraged but not required. Invoices and receipts must not be altered. For online purchases, a printout of the confirmation screen or email acknowledgement is acceptable.

Requests for reimbursement are to be submitted on the SACUBO Expense Report within thirty (30) days of the event.

Air/Train Travel

Travelers must make their own reservations.

Travelers will obtain the lowest available fare with logical routing. Reservations should be booked at least three (3) weeks in advance of the event for the best fares.

Only economy (or equivalent) fares plus the fee for one (1) bag will be reimbursed. Any upgrades will be the responsibility of the traveler.

Vehicle Use

Use of a personal or institutional vehicle will be reimbursed at the mileage rate consistent with IRS rules and regulations in effect at the time of the event.

Tolls and parking will be reimbursed.

When a personal, institutional, or contracted vehicle is used for transportation and the distance to be traveled is more than 300 miles each way (600 miles round trip), transportation reimbursement will be made at the lesser of actual cost incurred, economy (or equivalent) airfare, or the IRS mileage allowance. Individuals will need to provide documentation (e.g., google maps) for the number of miles driven and an estimate from at least three (3) weeks in advance of the event for economy (or equivalent) airfare for the same travel days. Consideration should be given to use of the most economical means of transportation.

Hotel

Individuals are expected to stay at the SACUBO designated hotel. If an individual chooses to stay at a different location, SACUBO will reimburse the lesser of actual costs or the conference hotel rate per night plus applicable taxes and fees. Transportation costs between a different hotel and the host hotel will not be reimbursed by SACUBO.

Individuals are responsible for obtaining their own hotel accommodations at least 30 days prior to the event. Personal fees such as mini-bar, movie rentals, and health club fees are not reimbursable. Travelers are responsible for all expenses incurred before or after the SACUBO event.

Meals

SACUBO will reimburse for meal expenses incurred while the individual is in travel status.

SACUBO will reimburse meal expenses, including tips, according to actual costs up to $75 per day. Detailed receipts are to be submitted with the SACUBO Expense Report. Tips up to 20% will be reimbursed. Alcohol purchases will be considered a personal expense and not reimbursed by SACUBO.

The cost of a meal taken elsewhere during a meal that is provided at the event will not be reimbursed, unless the presenter is traveling during that time.

Miscellaneous Expenses

Other reasonable travel expenses may be reimbursed if they are necessary. These expenses should be listed separately on the SACUBO Expense Report.

Tips up to 20% will be reimbursed for ground transportation expenses.

Reimbursement requests for mileage between home and an airport will need to include documentation (e.g., google maps) supporting the number of miles driven.

When a trip involves traveling for both SACUBO and other purposes, the traveler will reasonably allocate the costs between SACUBO and the other activity.