08-03-2023_BoardBook

Hotel Lodging in conjunction with OMA-hosted Conferences : The OMA will cover the nights that are reasonably required for the Board member to fulfill their obligations to the society including (but not limited to): board meeting(s) and events, Corporate Advisory Council (CAC) meeting(s), committee meetings, member meeting(s), and conference attendance. When complimentary suites are provided as part of a meeting contract, they will be given to the following individuals in the order listed: • President • Immediate Past President of the Board • Executive Director • President-Elect • Vice President • Secretary/Treasurer Registration for OMA-hosted Conferences The following individuals will receive complimentary registration to events that the OMA hosts: OMA members who have been designated as international representatives must book and manage their own conference registrations and hotel reservations. Those unable to use a personal credit card for these purposes should contact the Executive Director to make alternate arrangements. Individuals may submit conference registration fees and hotel deposits for reimbursement in advance of the meeting should they choose. Copies of receipts should accompany the expense reimbursement request. Individuals are responsible for their own currency exchange, and should convert expenses from foreign currency into U.S. dollars when submitting expense reports. For authorized expenses charged to personal credit cards, the monthly credit card statement should be used to determine actual cost. Expense Review In order to receive reimbursement, expenses must be accompanied with receipts and submitted to the OMA office within 30 days after the meeting concluded, or the expenses may result in non-reimbursement. Further, the OMA staff has the duty of questioning expenses that appear excessive or are unsubstantiated. The Executive Director must approve any reimbursement request should it fall outside of the practices as enumerated in this policy. • Current OMA Board of Trustee members • Previous OMA Board of Trustee Presidents • Conference Speakers • AMA Delegates and Alternates International Travel