CONFERENCE FACULTY EXPENSE REIMBURSEMENT & HONORARIUM PAYMENT POLICY
Honorarium Information
Honoraria for program chairpersons, planners, and authors who contribute to or participate in a CME activity will be determined by the activity director or by the CME committee to be included in the initial budget. In the event the activity has a budget shortfall, the faculty honorarium may need to be reduced or eliminated.
If a faculty participates in more than one role, the faculty will receive honorarium for the role with the highest amount of honorarium. For example: If you are a conference chair and moderated a session, presented on a topic, presented a case, or served on a panel, you will receive honorarium for the conference chair role but no additional honorarium for serving on panel or giving a presentation. Similarly, if you are a topic presenter who also moderated a session or participated as a panelist, you will receive honorarium for the topic presenter role but no additional honoraria for participating in the panel or presenting a case.
Industry supporters of the activity cannot determine honoraria amounts. The honoraria amount listed below have been determined to be appropriate and usual by the Binaytara CME committee.
Disclaimers about Physician Payments Sunshine Act (PPSA) or the section 6002 of the Affordable Care Act of 2010
While payments to a speaker/faculty of a CME accredited activity are generally exempt from reporting under the Physician Payments Sunshine Act (PPSA) or the section 6002 of the Affordable Care Act of 2010, certain payments and reimbursements to any faculty who is a healthcare provider may be subject to reporting pursuant to any current rules & regulations such as the Physician Payments Sunshine Act (PPSA) or the section 6002 of the Affordable Care Act of 2010. For details about the PPSA and other reporting requirements, the employee should review the latest information on the Centers for Medicare & Medicaid Services website - http://cms.gov.
The following honorarium & travel expense amounts are approved for the year 2026:
Faculty type
|
Honorarium |
Lodging |
Airfare |
Ground
|
| Conference Chair |
$2,000 |
Entire duration of the conference |
Coach class airfare (flight purchased by Binaytara staff). Self-booked flights are eligible for reimbursement based on market rates 6–8 weeks before the event. |
Please review the ground transportation expense reimbursement policy below |
| Session Chair |
$1,000 |
Up to two nights if the faculty attends both days of the meeting |
Coach class airfare (flight purchased by Binaytara staff). Self-booked flights are eligible for reimbursement based on market rates 6–8 weeks before the event. |
Please review the ground transportation expense reimbursement policy below |
| Topic Presenter |
$1,000 |
Up to two nights if the faculty attends both days of the meeting |
Coach class airfare (flight purchased by Binaytara staff). Self-booked flights are eligible for reimbursement based on market rates 6–8 weeks before the event. |
Please review the ground transportation expense reimbursement policy below |
| Case Presenter |
$500 |
Up to two nights if the faculty attends both days of the meeting |
Depends on funding availability. Please review the information included in the invitation email. |
Please review the ground transportation expense reimbursement policy below |
| Panelist |
$500 |
Up to two nights if the faculty attends both days of the meeting |
Depends on funding availability. Please review the information included in the invitation email. |
Please review the ground transportation expense reimbursement policy below |
| Abstract Committee |
None |
Up to two nights if the faculty attends both days of the meeting |
Depends on funding availability. Please review the information included in the invitation email. |
Please review the ground transportation expense reimbursement policy below |
| Planning Committee |
None |
Up to two nights if the faculty attends both days of the meeting |
Depends on funding availability. Please review the information included in the invitation email. |
Please review the ground transportation expense reimbursement policy below |
Conference Registration Fees Waiver: Conference registration fee is waived for all faculty participating in Binaytara’s continuing education activities.
Form W 9 Requirements:
- Per the IRS law, Binaytara must collect a completed, signed, & dated Form W9 from all faculty who accept honorarium for their participation in our educational activities. The Form W 9 must be signed within the year the reimbursement is paid.
- Unless an agreement has been signed with another entity for faculty’s services, we cannot disburse the honorarium into any other individual or entity’s name.
- Please visit the IRS website for most updated Form W 9. The W9 must be in faculty’s name - https://www.irs.gov/pub/irs-pdf/fw9.pdf
- Honoraria cannot be paid to individuals holding non-immigrant visas. If you are a non-immigrant visa holder, please connect us your institution’s finance/compliance department to process your honoraria through your employer.
Expense Reimbursement Information
Due to accounting and reconciliation compliance requirements, we request that you submit your expense and honorarium request within 60-days of the conference.
Honorarium and reimbursement not requested within 60-days of the conference will be converted to a donation to Binaytara Global Oncology programs. In such situations, faculty will be provided a donation receipt for the honoraria amount and estimated expenses.
Opportunity to help build a cancer hospital in Madhesh Province Nepal.
We invite faculty who are willing and able to donate their honorarium to Binaytara to support the construction of a cancer hospital in southeast Nepal. Once fully operational (expected completion December 2027), this hospital is expected to treat 20,000+ cancer patients annually.
How to request reimbursement: Within 2-3 days after the conference, Binaytara staff will send faculty an email with the reimbursement form. We request you to complete the form at your earliest convenience, but no later than 5-days after you receive it.
ACH payment only: We no longer process honoraria or reimbursements by check. Please provide your direct deposit information when completing the reimbursement form to help with timely processing of your reimbursement.
Receipts requirements: Reimbursement requests without receipts will not be honored. Credit card or bank statements or screenshots in lieu of receipts will not be honored. Faculty must provide receipts for all eligible expenses the faculty would like reimbursed.
Receipts must contain the following:
- Date of service
- Meal receipt - Itemized lists of meals ordered
- For taxi/rideshare receipts – name of the passenger, pick up time/drop off time, pick up location/drop off location
- All receipts must be submitted as PDF
What expenses are reimbursed?
In general, travel expenses incurred by faculty for their participation as a speaker/panelist at Binaytara 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 review the "faculty participation policy" that was attached to the invitation email. For your convenience, we have included the list of items we reimburse and those we do not reimburse faculty for their participation below.
Tips Reimbursement
Binaytara will reimburse tips up to 15% of the cost for ground transportation or meal reimbursement. Any additional tips amounts are non-reimbursable.
Airfare – Flights will be purchased by Binaytara staff
Main Cabin Fare Only – Binaytara will pay for faculty’s coach class round-trip airfare from/to domestic airports. If a faculty chooses to upgrade their flights, they may do so at their own expense.
Binaytara staff will make all flight arrangements for faculty. As soon as the faculty is confirmed to participate, Binaytara staff will send faculty a travel form to complete. We ask that you complete the online travel form within 3-days of receiving it so that we can make travel arrangements for you.
Our preferred airlines are Delta & Alaska. However, our staff would be happy to book you a flight on another airline.
Self-booked flights are eligible for reimbursement based on market rates 6–8 weeks before the event. For example, if the conference is March 29th, we determine the reimbursement amount by averaging flight costs for your route between February 1st and 15th.
Airfare - Non-reimbursable expenses
- Business/first/premium class fare,
- Any upgrades,
- Luggage check-in fees,
- International fare, etc.
Ground transportation - Reimbursable expenses
- Rideshare (Uber/Lyft) if the distance is 30 miles or less, tips up to 15%.
- Rental car if the distance is more than 30 miles. (see rental car expense reimbursement policy below)
- Hotel shuttles,
- Mileage if driving personal vehicle (mileage reimbursement is paid at the prevailing IRS mileage reimbursement rate. No reimbursement for gas when a mileage reimbursement is paid),
- Parking at the airport/hotel, and
- Public transportation (train/tram).
We may occasionally reimburse taxi fare, but we recommend Uber/Lyft or Shuttle 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.
Rental car - Reimbursable expenses
Binaytara may reimburse faculty for a standard rental car if all the following criteria are met:
- Faculty is flying into the city where the conference is hosted
- The rental car is picked up & dropped off the arrival airport, and
- The distance from the airport to the conference venue is 30 miles or more.
Binaytara does not reimburse for upgraded vehicles, car rentals not in faculty’s name, car seats, GPS, or any other amenities or additional services not included with basic car rental costs.
Binaytara will reimburse conference chairs, topic presenters, session chairs, and case presenters for the rental car costs for the day before their presentation and the day of their presentation (up to two days). Please contact our team to confirm the expenses are reimbursable before renting a vehicle. Gas reimbursement is limited to the distance from the airport to the hotel and back to the airport.
Ground transportation: non-reimbursable expenses
- Rental car (see policy)
- Ride for anyone other than the faculty requesting reimbursement. This includes: family members, companions or guests of faculty.
- Gas (please request mileage reimbursement if using personal vehicle).
- Any other form of transportation not listed on the "reimbursed" list.
- Ground transportation to/from the venue if it offers free or paid shuttle service to the airport.
- Ground transportation to restaurants, shopping malls, theme parks, etc. are not reimbursed.
- If faculty is staying at an off-site location not provided by the conference, the local transportation costs to the conference are also not reimbursed.
Meal - reimbursable expenses:
Meal reimbursement is not provided to local faculty. Up to $100 per day for up to 2 days in meal expenses are reimbursable when meals are NOT offered to faculty on-site. No reimbursement for meals if the meal is provided on-site (breakfast, lunch, dinner) by the conference.
Non-reimbursable Meal expenses
We do not reimburse meals for local faculty.
The following list of non-reimbursable meal related expenses is provided as examples only and is not an exhaustive list.
- Meal expenses are not reimbursable for meals for family members, guests, other conference attendees, etc. (meal receipts with more than one entrée, one appetizer, and one non-alcoholic drink will not be reimbursed.)
- 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 faculty'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 - prepaid by Binaytara:
Binaytara arranges and pays for up to the approved number nights of lodging for its conference chairs, session chairs, and topic presenters who live 30 miles or further from the conference venue. Lodging is provided for the night before your talk/session, and the night of your talk/session at the contracted hotel. The lodging costs as well as associated mandatory taxes and fees are prepaid by Binaytara.
Lodging - Non-reimbursable expenses
The following list of non-reimbursable lodging expenses is provided as examples only and is not an exhaustive list.
- Lodging for more than two nights (or more than pre-approved number of nights)
- Lodging expenses which are paid by a third-party
- Lodging for non-faculty, including faculty's family members or accompanying guests
- Off-site lodging
- Air B & B
- Suite upgrades
- Pet fee, extra beds, additional amenities Spa, gift shop, personal expenses
- Room service for faculty meal or accompanying guests
- Wifi/gratuity not included in the room option provided by the conference.
- Any other expense not related to faculty’s role in the educational activity.