08-03-2023_BoardBook

Board Travel Reimbursement Policy Approved April 2020

The Obesity Medicine Association (OMA) will reimburse necessary and reasonable travel expenses related to serving and representing the Association in a variety of capacities. As a nonprofit organization, OMA strives to maintain fiscally conservative operations. Air Reimbursement will be made for the actual cost of travel to and from the meeting, not to exceed the cost of direct route, economy class. International travel will be reimbursed on Premium Economy/Business class fare schedule (not first class). National Fare should be booked at least one month out, international fare at minimum three months out. Delay in making reservations will not justify reimbursement for amounts in excess of the permitted amount. Individuals are responsible for making their own air travel arrangements. Any airfare in excess of $600 for national fare or $1,500 for international fare must be pre-approved by the Executive Director. If pre-approval is not obtained, the maximum refund will be $600 for national travel and $1,500 for international fare. If an OMA Board of Trustee member travels to other events in their official capacity as an OMA board member, the OMA Board Travel Policy will apply. Auto Mileage: Personal automobile travel will be reimbursed at the rate currently allowed by the IRS, not to exceed air or rail fare when available. Parking: OMA will reimburse parking at the economy rate. Transportation to meeting: Taxi cab / Uber fares will be reimbursed by OMA. Meals Meals during travel to and from meetings will be reimbursed up to a maximum of $125/day. There will be no reimbursement for meals that are included as part of the meetings. The following individuals may exceed the maximum of $125/day when actively representing OMA as identified on the official OMA meeting calendar, or as appointed by the OMA Board of Directors or OMA Executive Director. Incidentals Receipts are required for all items exceeding $25 and must be submitted within 30 business days of the event. Late submissions may not be reimbursed. Expenses for spouses / guests and for personal items (i.e. in-room movies, sports, sight-seeing tours, entertainment, laundry, dry cleaning, etc.) are not reimbursable. Hotel OMA will cover the hotel charge at the room rate established for the meeting. Individuals will receive hotel reimbursement for the night of and either before or after the specific engagement if required and/or previously approved by the Executive Director.   OMA President Executive Director