Faculty Expense Reimbursement & Honorarium Form

Faculty Name*

First NameLast Name

Email*

example@example.com

Conference Name*

Date of presentation*

Date

Do you have expenses associated with your participation in this conference that you would like the BTF to reimburse?*

No, I will cover the expenses, send me a donation receipt for the amounts (see expense details below)No, all expenses were pre-paidYes, I would like reimbursement for the following expenses (see expense details below)

In general, travel expenses incurred by faculty for their participation as a speaker/panelist at Binaytara Foundation conferences are reimbursable. However, expenses incurred by faculty for accompanying family members are not reimbursable. Also, certain meals and travel expenses are not reimbursable. Please find below the list of items we reimburse and those we do not reimburse faculty for confer

Reimbursable

Not reimbursable

Airfare - Reimbursable expenses

Coach class round-trip from/to a domestic airports.

Airfare - Non-reimbursable expenses

Business/first/premium class fare,
Any upgrades,
Luggage check-in fees
International fare

Ground transportation - Reimbursable expenses

Rideshare,
Hotel shuttles,
mileage if driving personal vehicle,
parking at the airport/hotel, and
public transportation (train/tram).

We may occasionally reimburse taxi fare but we recommend Uber/Lyft when available.

If there is a shuttle service provided by the hotel to/from the airport (free or paid) ground transportation to/from the hotel is not reimbursable.

Ground transportation - Non-reimbursable expenses

Rental car
Ride for family members or guests of faculty
Gas (please request mileage reimbursement if using pesonal vehicle)
Any other form of transportation not listed on "reimbursed" list
Ground transportation to/from the venue if it offers free or paid shuttle service to the airport.

Meal - Reimbursable expenses:

Upto $100 per day for upto 2 days in meal expenses are reimbursable when meals are NOT offered to faculty on-site. If the meal is offered on-site (breakfast, lunch, dinner) - reimbursement is not provided for those meals unless faculty's travel schedule does not allow them to be on-site during the meal hours.

Meal - Non-reimbursable expenses

Meal reimbursement is not provided for meal expenses incurred by faculty for family members, guests, other conference attendees, etc.
Please submit only the amounts for your meal.
No reimbursement for alcohol
No reimbursement without an itemized receipt. Credit card in lieu of an itemized receipt is not accepted.
Meal expenses when the meal was provided to faculty on-site is not reimbursable. For example: if there is a faculty dinner on a certain date and faculty chooses to dine elsewhere, expenses for dinner on that date is not reimbursed unless faculy's travel schedule doesn't allow them to attend the faculty dinner. Similarly, if the meal is provided on-site during the conference, those expenses are not reimbursable.

Lodging - Reimbursable expenses:

Binaytara Foundation reimburses faculty for upto two nights (the night before your talk/session, and the night of your talk/session) at the hotel contracted by the conference. The lodging costs as well as asscoiated mandatory taxes and fees are prepaid by BTF.

Lodging - Non-reimbursable expenses

Lodging for family members or accompanying guests
Suite upgrades
Pet fee, extra beds, additional amenities
Spa, gift shop, personal expenses
Room service for accompanying guests
Wifi/gratuity not included in the room plan

Expense Details

Total amounts for reimbursement

auto-calculated, please don't write

Please upload receipts

Browse Files

Due to the challenges associated with mail processing times, we are moving towards ACH payments and direct deposit for travel expense reimbursement. Please let us know how you would like to receive your reimbursement*

Pay the reimbursement via check and mail the check to my address belowDirect deposit to my bank account.Other

Please upload a voided check to send your ACH payment

Browse Files

Where should we mail the reimbursement check or the donation receipt to?*

Street Address

Street Address Line 2

CityState

Zip Code

Any additional instructions?

Please type if you have any additional instructions such as the check to be made payable to a different person than you.

Faculty Travel Reimbursement Form