Speaker's Corner

Reimbursement General Guidelines

  • A SACUBO member speaker shall be reimbursed for travel expenses consistent with this policy for one nights lodging before or after the presentation, meals, coach airfare, ground transportation, and gratuities. A SACUBO member as used in this policy is an employee of a SACUBO member college or university.
  • SACUBO business partners (vendors/exhibitors) often sponsor specific program sessions at the annual meeting and fall workshop. 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 our constituents to volunteer for presentations. Most speakers are administrators and staff from member institutions and as such SACUBO anticipates those individuals will register for the full conference and pay the normal member rate, as our 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 President, 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, home, or other location. 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. Invoices and receipts must not be altered. For on-line purchases, a print of the confirmation screen or email acknowledgement is acceptable.
  • Requests for reimbursement must be submitted on the SACUBO Expense Form within thirty (30) days of the event for which reimbursable expenses were incurred.

Air/Train Travel

  • Reservations must be made on your own.
  • It is expected that travelers will obtain the lowest available fare with logical routing. Reservations should be booked at least 3 weeks in advance of the event for the best fares.
  • Only economy fares will be reimbursed. Any upgrades will be the responsibility of the traveler.

Vehicle Use

  • Use of 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 or institutional automobile is used for transportation, and the distance to be traveled is more than 300 miles, transportation reimbursement will be made at the lesser of economy airfare or the IRS mileage allowance.

Hotel

  • 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 meal expenses, including tips, according to actual costs up to the following limits: Breakfast $10.00, Lunch $15.00, Dinner $25.00.
  • 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.
  • SACUBO will not reimburse expenses of individuals who are not traveling at SACUBO’s expense.

Telephone/Internet

  • SACUBO will reimburse reasonable business expenses for telephone and/or internet connection during travel days. For long distance calling, avoid the high cost of direct hotel services wherever possible by using an alternate method (personal calling plan, prepaid calling card, or cell phone).

Miscellaneous Expenses

  • Baggage service, up to a maximum of $5 per day, and similar expenses are reimbursable.
  • Tips are reimbursable for meals, baggage, and ground transportation. Tips in excess of 20 percent are not reimbursable.
  • When a trip involves traveling for both SACUBO and other purposes, the traveler will reasonably allocate the costs between SACUBO and the other activity.
SACUBO 2017 Expense Report

The reimbursement form, along with receipts, must be submitted to Jimmy Barnes and Kimberly Butler.