{"id":71,"date":"2020-02-24T21:05:54","date_gmt":"2020-02-24T21:05:54","guid":{"rendered":"http:\/\/aro.org\/?page_id=71"},"modified":"2025-10-23T15:10:03","modified_gmt":"2025-10-23T15:10:03","slug":"speaker-reimbursement-policy","status":"publish","type":"page","link":"https:\/\/aro.org\/meetings\/midwinter-meeting-2020\/speaker-reimbursement-policy\/","title":{"rendered":"Speaker Reimbursement Policy"},"content":{"rendered":"<p>[et_pb_section fb_built=\"1\" admin_label=\"Testimonial Section\" _builder_version=\"4.27.4\" background_color=\"#093049\" custom_margin=\"||||false|false\" custom_padding=\"37px||37px||true|\" global_colors_info=\"{}\"][et_pb_row use_custom_gutter=\"on\" gutter_width=\"2\" make_equal=\"on\" _builder_version=\"4.27.4\" _module_preset=\"default\" background_color=\"#093049\" custom_margin=\"-15px|auto||auto||\" custom_padding=\"||0px||false|false\" global_colors_info=\"{}\"][et_pb_column type=\"4_4\" _builder_version=\"4.27.2\" _module_preset=\"default\" global_colors_info=\"{}\"][et_pb_heading title=\"Speaker Reimbursement Policy\" _builder_version=\"4.27.4\" _module_preset=\"default\" title_level=\"h2\" title_font=\"|700||on|||||\" title_text_align=\"center\" title_text_color=\"gcid-9b607bfd-ddfe-4f74-b296-5e8b18c0f423\" title_font_size=\"29px\" title_letter_spacing=\"5px\" max_width=\"1366px\" custom_margin=\"0px||0px||true|false\" custom_padding=\"20px||20px||true|false\" title_text_align_tablet=\"center\" title_text_align_phone=\"center\" title_text_align_last_edited=\"off|desktop\" title_font_size_tablet=\"44px\" title_font_size_phone=\"30px\" title_font_size_last_edited=\"on|tablet\" title_text_shadow_style=\"preset1\" border_color_right=\"#FAA82A\" locked=\"off\" global_colors_info=\"{%22gcid-9b607bfd-ddfe-4f74-b296-5e8b18c0f423%22:%91%22title_text_color%22%93}\"][\/et_pb_heading][et_pb_image src=\"https:\/\/aro.org\/wp-content\/uploads\/2025\/06\/FINAL-ARO-Banner-2026-Banner-2.png\" alt=\"ARO 2026 MidWinter Meeting Banner\" title_text=\"FINAL - ARO Banner 2026 Banner (2)\" _builder_version=\"4.27.4\" _module_preset=\"default\" global_colors_info=\"{}\"][\/et_pb_image][\/et_pb_column][\/et_pb_row][\/et_pb_section][et_pb_section fb_built=\"1\" admin_label=\"section\" _builder_version=\"4.27.4\" background_color=\"#093049\" background_image=\"https:\/\/aro.org\/wp-content\/uploads\/2024\/12\/wht-logo.png\" background_size=\"custom\" background_image_width=\"27%\" background_position=\"top_left\" background_horizontal_offset=\"-6%\" background_blend=\"overlay\" global_colors_info=\"{}\"][et_pb_row _builder_version=\"4.24.0\" _module_preset=\"default\" width=\"62%\" min_height=\"17px\" height=\"100px\" max_height=\"100px\" global_colors_info=\"{}\"][et_pb_column type=\"4_4\" _builder_version=\"4.24.0\" _module_preset=\"default\" global_colors_info=\"{}\"][et_pb_text admin_label=\"Text\" _builder_version=\"4.27.4\" text_text_color=\"gcid-9b607bfd-ddfe-4f74-b296-5e8b18c0f423\" text_font_size=\"16px\" header_4_text_color=\"#FAA82A\" background_size=\"initial\" background_position=\"top_left\" background_repeat=\"repeat\" min_height=\"109px\" custom_margin=\"-43px|||||\" custom_padding=\"0px|||||\" global_colors_info=\"{%22gcid-9b607bfd-ddfe-4f74-b296-5e8b18c0f423%22:%91%22text_text_color%22%93}\"]<\/p>\n<h4 style=\"text-align: center;\">Anyone with prior membership to ARO, or has attended a meeting within the last 5 years, are ineligible for reimbursement.<\/h4>\n<p style=\"text-align: center;\"><strong>NIH Grant Reimbursement Policies for Non-ARO Member Speakers<\/strong><\/p>\n<p><strong>Policy Overview:<\/strong><\/p>\n<p>Reimbursement policies are set by the Principal Investigator of the NIH Grant, as detailed in the ARO Policy Manual. Reimbursements are exclusively for Non-ARO members.<\/p>\n<p><strong>Eligibility Criteria:<\/strong><\/p>\n<ul>\n<li>Individuals who have been ARO members or have attended an ARO meeting in the last 5 years\u00a0 are ineligible for reimbursement.<\/li>\n<li>Eligible speakers are those who have not been associated with ARO, including membership or registration activity in ARO since 2021 (within 5 years of the speaking engagement).<\/li>\n<li>Funding request must have been submitted with your symposia or special session application.<\/li>\n<li>In Memorial and Honorary symposia are not eligible for funding.<\/li>\n<\/ul>\n<p><strong>Funding Limits:<\/strong><\/p>\n<ul>\n<li>Each symposium or special session can request reimbursement for up to two Non-ARO member speakers.<\/li>\n<li>Each eligible speaker can request up to $1,500, with a maximum of $3,000 per session.<\/li>\n<li>Non-ARO members can receive funding from only one symposium or session per meeting.<\/li>\n<\/ul>\n<p><strong>Application Process:<\/strong><\/p>\n<ul>\n<li>Submit funding requests with your symposium or special session application.<\/li>\n<li>Include a budget justification that details the speakers supported, estimated travel costs, and total funding requested.<\/li>\n<\/ul>\n<p><strong>Review and Allocation:<\/strong><\/p>\n<ul>\n<li>Upon acceptance of your symposium or special session, the Program Committee leadership will review the funding request.<\/li>\n<li>Travel funds are allocated based on the proposal review score and fund availability.<\/li>\n<li>Non-ARO members can receive funding from only one symposium or session per meeting.<\/li>\n<\/ul>\n<p><strong>Reimbursement Details:<\/strong><\/p>\n<ul>\n<li>Reimbursements are issued post-event and require submission of receipts.<\/li>\n<li>Reimbursable travel expenses include travel and meals, up to the awarded amount.<\/li>\n<li>Eligible Non-ARO member speakers will receive a promo code for waived registration fees and a complimentary one-year ARO membership.<\/li>\n<\/ul>\n<p><strong>Compliance and Processing:<\/strong><\/p>\n<ul>\n<li>The ARO Executive Office processes reimbursement requests per these guidelines.<\/li>\n<li>Expenses must align with the original funding request and be documented with receipts to satisfy IRS regulations and ARO audits.<\/li>\n<li>ARO staff may query any expenses that appear unreasonable or improperly reported.<\/li>\n<\/ul>\n<p><strong>Additional Notes:<\/strong><\/p>\n<ul>\n<li>Travel funds are disbursed as reimbursements based on actual expenses after the meeting.<\/li>\n<li>To ensure compliance, all expenses must be reasonable and documented accurately<\/li>\n<\/ul>\n<p style=\"text-align: left;\">\n<p>[\/et_pb_text][et_pb_heading title=\"Eligible Non-ARO Member Speaker Travel Reimbursement Expenses - Note that combined eligible expenses are reimbursed up to the total awarded amount.\" _builder_version=\"4.27.4\" _module_preset=\"default\" title_text_align=\"center\" title_text_color=\"#E6E8E6\" title_font_size=\"24px\" custom_padding=\"||0px|||\" global_colors_info=\"{}\"][\/et_pb_heading][\/et_pb_column][\/et_pb_row][et_pb_row column_structure=\"1_5,3_5,1_5\" _builder_version=\"4.16\" _module_preset=\"default\" min_height=\"149.3px\" custom_margin=\"-16px|auto||auto||\" global_colors_info=\"{}\"][et_pb_column type=\"1_5\" _builder_version=\"4.16\" _module_preset=\"default\" custom_padding=\"|||94px|false|false\" global_colors_info=\"{}\"][et_pb_icon font_icon=\"&#xf072;||fa||900\" icon_color=\"#FAA82A\" _builder_version=\"4.27.4\" _module_preset=\"default\" custom_margin=\"50px||||false|false\" global_colors_info=\"{}\"][\/et_pb_icon][et_pb_icon font_icon=\"&#xf594;||fa||900\" icon_color=\"#FAA82A\" _builder_version=\"4.27.4\" _module_preset=\"default\" custom_margin=\"73px||||false|false\" global_colors_info=\"{}\"][\/et_pb_icon][et_pb_icon font_icon=\"&#xf1ae;||fa||900\" icon_color=\"#FAA82A\" _builder_version=\"4.27.4\" _module_preset=\"default\" custom_margin=\"56px||||false|false\" global_colors_info=\"{}\"][\/et_pb_icon][\/et_pb_column][et_pb_column type=\"3_5\" _builder_version=\"4.16\" _module_preset=\"default\" custom_padding=\"|0px||0px|false|false\" global_colors_info=\"{}\"][et_pb_text _builder_version=\"4.27.4\" _module_preset=\"default\" text_text_color=\"#ffffff\" text_font_size=\"16px\" custom_margin=\"25px|||||\" global_colors_info=\"{}\"]<\/p>\n<p><strong>Travel:<\/strong><\/p>\n<p>Necessary air or rail fares at economy cost up to the total awarded amount. Tickets must be purchased at least 14 days prior to departure. In some cases there is an even larger savings if tickets are purchased 21 days prior to departure.<br \/>Personal automobile travel at a rate established by the IRS (currently $.585 per mile) not to exceed air or rail fare when this is available.\u00a0 ARO will not cover car rental expenses.\u00a0<\/p>\n<p>[\/et_pb_text][et_pb_text _builder_version=\"4.27.4\" _module_preset=\"default\" text_text_color=\"#ffffff\" text_font_size=\"16px\" custom_margin=\"25px|||||\" global_colors_info=\"{}\"]<\/p>\n<p><strong>Hotel:<\/strong><\/p>\n<p>One room with reimursement for two nights, inclusive of tax.\u00a0 All room incidental charges are not reimbursed by ARO.<\/p>\n<p>[\/et_pb_text][et_pb_text _builder_version=\"4.27.4\" _module_preset=\"default\" text_text_color=\"#ffffff\" text_font_size=\"16px\" custom_margin=\"25px|||||\" global_colors_info=\"{}\"]<\/p>\n<p><strong>Traveling with Family Members:<\/strong><\/p>\n<p>Expenses incurred by a spouse or other family member(s) are not reimbursable.\u00a0 When an individual is accompanied by a spouse or other family member(s), reimbursement for transportation, hotel and meals will be reimbursed for the authorized individual only.\u00a0 Any additional expenses for the spouse or other family member(s) are not reimbursable by ARO.<\/p>\n<p>[\/et_pb_text][\/et_pb_column][et_pb_column type=\"1_5\" _builder_version=\"4.16\" _module_preset=\"default\" custom_padding=\"|0px||0px|false|false\" global_colors_info=\"{}\"][\/et_pb_column][\/et_pb_row][\/et_pb_section]<\/p>\n","protected":false},"excerpt":{"rendered":"<p>Anyone with prior membership to ARO, or has attended a meeting within the last 5 years, are ineligible for reimbursement. NIH Grant Reimbursement Policies for Non-ARO Member Speakers Policy Overview: [&hellip;]<\/p>\n","protected":false},"author":1,"featured_media":0,"parent":55,"menu_order":7,"comment_status":"closed","ping_status":"closed","template":"","meta":{"_et_pb_use_builder":"on","_et_pb_old_content":"<img class=\"aligncenter wp-image-3502\" src=\"https:\/\/aro.org\/wp-content\/uploads\/2021\/04\/2022-Banner.png\" alt=\"\" width=\"911\" height=\"323\" \/>\r\n\r\n<span style=\"font-family: arial, helvetica, sans-serif; color: #000000;\">Reimbursement policies are established by the Principal Investigator of the NIH Grant as stated in the ARO Policy Manual. <strong>The NIH Grant only covers reimbursement for Non-ARO members<\/strong>.<\/span>\r\n\r\n<span style=\"font-family: arial, helvetica, sans-serif; color: #000000;\"><img class=\"aligncenter size-full wp-image-993\" src=\"http:\/\/aro.org\/wp-content\/uploads\/2020\/03\/gray-divider-line.jpg\" alt=\"\" width=\"982\" height=\"32\" \/><\/span>\r\n\r\n<span style=\"font-family: arial, helvetica, sans-serif; color: #000000;\"><strong><em>Anyone with prior membership or registration actively in ARO, within less then 3 years of speaking engagement, are ineligible for reimbursement.\u00a0<\/em><\/strong><\/span>\r\n\r\n<span style=\"font-family: arial, helvetica, sans-serif; color: #000000;\"><strong>Each symposium or workshop will be granted a $3,000 budget for non-member speaker travel reimbursement (up to $1,500 per speaker).\u00a0<\/strong><\/span>\r\n\r\n<span style=\"font-family: arial, helvetica, sans-serif; color: #000000;\"><img class=\"aligncenter size-full wp-image-993\" src=\"http:\/\/aro.org\/wp-content\/uploads\/2020\/03\/gray-divider-line.jpg\" alt=\"\" width=\"982\" height=\"32\" \/><\/span>\r\n\r\n<span style=\"font-family: arial, helvetica, sans-serif; color: #000000;\">Requests for reimbursement are processed by the ARO Executive Office within the framework of these policies.\u00a0 Expenses must be reasonable and <strong>documented with receipts<\/strong> so as to satisfy Internal Revenue Service Regulations and ARO Auditors.<\/span>\r\n\r\n<span style=\"font-family: arial, helvetica, sans-serif; color: #000000;\">ARO staff has the responsibility of questioning expenses that appear to be unreasonable or are not reported in such a way as to conform to the above requirements. Reimbursement of expenses will be disbursed based on the following criteria:<\/span>\r\n<ul style=\"list-style-type: square;\">\r\n \t<li><span style=\"font-family: arial, helvetica, sans-serif; color: #000000;\">Invited speakers who are Non-ARO members (domestic or international) will be reimbursed for their travel (<strong>up to $1,500<\/strong>), two hotel nights, and complimentary meeting registration.<\/span><\/li>\r\n \t<li><span style=\"font-family: arial, helvetica, sans-serif; color: #000000;\">Invited speakers who are Non-ARO members will also receive a complimentary one-year membership with the association.<\/span><\/li>\r\n<\/ul>\r\n\r\n<hr \/>\r\n\r\n<span style=\"color: #000000; font-size: 14pt; font-family: arial, helvetica, sans-serif;\"><strong><img class=\"alignleft wp-image-1306\" src=\"http:\/\/aro.org\/wp-content\/uploads\/2020\/03\/travel-icon-150x150.png\" alt=\"\" width=\"127\" height=\"127\" \/><span style=\"color: #338acc;\">Travel: <\/span><\/strong><\/span>\r\n<ul style=\"list-style-type: square;\">\r\n \t<li><span style=\"font-family: arial, helvetica, sans-serif; color: #000000;\">Necessary air or rail fares at economy cost <strong>up to $1,500<\/strong>. Tickets must be purchased at least 14 days prior to departure. In some cases there is an even larger savings if tickets are purchased 21 days prior to departure.<\/span><\/li>\r\n \t<li><span style=\"font-family: arial, helvetica, sans-serif; color: #000000;\">Personal automobile travel at a rate established by the IRS (currently $.56 per mile) not to exceed air or rail fare when this is available.\u00a0 <strong>ARO will not cover car rental expenses.\u00a0<\/strong><\/span><\/li>\r\n<\/ul>\r\n<span style=\"font-size: 14pt; font-family: arial, helvetica, sans-serif; color: #000000;\"><strong><img class=\"alignleft wp-image-1309\" src=\"http:\/\/aro.org\/wp-content\/uploads\/2020\/03\/hotel-icon-150x150.png\" alt=\"\" width=\"127\" height=\"127\" \/><\/strong><\/span>\r\n\r\n\u00a0\r\n\r\n<span style=\"font-size: 14pt; font-family: arial, helvetica, sans-serif; color: #338acc;\"><strong>Hotel:<\/strong><\/span>\r\n<ul style=\"list-style-type: square;\">\r\n \t<li><span style=\"font-family: arial, helvetica, sans-serif; color: #000000;\">Two (2) room nights, inclusive of room and tax.\u00a0 All incidental charges (meals, phone calls, etc) are not reimbursed by ARO.<\/span><\/li>\r\n<\/ul>\r\n\u00a0\r\n\r\n<span style=\"font-family: arial, helvetica, sans-serif; color: #000000;\"><strong><span style=\"font-size: 14pt;\"><img class=\"alignleft wp-image-1316\" src=\"http:\/\/aro.org\/wp-content\/uploads\/2020\/03\/family-3.png\" alt=\"\" width=\"135\" height=\"131\" \/><span style=\"color: #338acc;\">Traveling with Family Members:<\/span><\/span><\/strong><\/span>\r\n<ul style=\"list-style-type: square;\">\r\n \t<li><span style=\"font-family: arial, helvetica, sans-serif; color: #000000;\">Expenses incurred by a spouse or other family member(s) are not reimbursable.\u00a0 When an individual is accompanied by a spouse or other family member(s), reimbursement for transportation, hotel and meals will be reimbursed for the authorized individual only.\u00a0 Any additional expenses for the spouse or other family member(s) are not reimbursable by ARO.<\/span><\/li>\r\n<\/ul>","_et_gb_content_width":"","footnotes":""},"class_list":["post-71","page","type-page","status-publish","hentry"],"_links":{"self":[{"href":"https:\/\/aro.org\/wp-json\/wp\/v2\/pages\/71","targetHints":{"allow":["GET"]}}],"collection":[{"href":"https:\/\/aro.org\/wp-json\/wp\/v2\/pages"}],"about":[{"href":"https:\/\/aro.org\/wp-json\/wp\/v2\/types\/page"}],"author":[{"embeddable":true,"href":"https:\/\/aro.org\/wp-json\/wp\/v2\/users\/1"}],"replies":[{"embeddable":true,"href":"https:\/\/aro.org\/wp-json\/wp\/v2\/comments?post=71"}],"version-history":[{"count":0,"href":"https:\/\/aro.org\/wp-json\/wp\/v2\/pages\/71\/revisions"}],"up":[{"embeddable":true,"href":"https:\/\/aro.org\/wp-json\/wp\/v2\/pages\/55"}],"wp:attachment":[{"href":"https:\/\/aro.org\/wp-json\/wp\/v2\/media?parent=71"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}