This policy intends to outline reimbursements for expenses associated with the FelineVMA Student Travel Fund Scholarship. The FelineVMA expects the Scholarship recipients to work diligently to keep reimbursed expenses as low as possible so the Association stays within budget and does not suffer any financial hardship.
- The FelineVMA will not reimburse personal expenses or travel expenses associated with unauthorized travel.
- FelineVMA will only reimburse expenses necessary for the Scholarship recipient as defined below.
- Scholarship recipients are responsible for the completion of an expense report and submission of all itemized receipts for reimbursement within 30 days of the Annual Conference.
- Reimbursement will not exceed $1,000.
Reimbursement Policy
- Air Travel:
- Scholarship recipients must research the most cost-effective way to travel to the Conference and look for the lowest reasonable expense.
- The FelineVMA will reimburse individuals for air travel at the economy/coach rate purchased at least 14 days in advance of travel for domestic travel and 30 days in advance for international travel (although it is recommended to purchase much more in advance to get a better rate). If the Scholarship recipient is willing to extend their stay before or after the Conference and if the airfare savings by staying the extra night are greater than the additional one-night hotel stay, the additional hotel night will be reimbursed by the FelineVMA. It is the responsibility of the Scholarship recipient to document the savings on their expense report (e.g., screen capture/photo of the other cost). Any U.S. domestic airfare that exceeds $700 must receive prior approval to purchase. Some U.S.-based transcontinental flights, those from non-major U.S. hubs, or flights to/from Canada may be more expensive, and airfare that exceeds $800 must receive prior approval to purchase.
- Flights should be booked directly with the airline to avoid booking fees, unless in cases where the fee is minor and two different airlines are necessary to either reduce the rate of the airfare or when the timing of the flight allows the individual to get to their location at the necessary time. The FelineVMA will not refund any travel agent or convenience booking fees. All comparison savings must be documented (e.g., screen capture or photo of costs).
- Flights should be booked from the Scholarship recipient’s home location, or an alternative address if the cost is similar or lower, which should be documented (e.g., screen capture or photo of costs at the time of booking).
- The FelineVMA does not reimburse flight upgrades to premium or preferred economy, business, or first class.
- If there are no basic economy seats available on the flight without a minor “preferred zone assignment” fee, the FelineVMA will cover that fee up to $50. This does not include any upgrades to preferred economy, extra leg room, or business class. It must be documented that there are no basic economy seats available (e.g., screen capture or photo of costs at the time of booking).
- The FelineVMA only reimburses for the first checked bag if the stay is more than two nights in length. Additional checked baggage costs, including overage fees for exceeded weight allowance, are the responsibility of the individual.
- Ground transportation: Airport parking will be reimbursed on the days of the Conference. Taxis, Uber/Lyft, light rail, or shuttle services to and/or from the Conference will be reimbursed. Scholarship recipients should research the most cost-effective way to travel to meetings.
- Individual preferences for airlines or hotels due to “affinity programs” or to attain business or first-class upgrades that result in higher costs to FelineVMA are not acceptable.
- Alternative modes of travel:
- The FelineVMA will reimburse for train or car travel if the cost does not exceed the cost of economy/coach airfare. It is the responsibility of the Scholarship recipient to document the comparative costs on their expense report (e.g., screen capture or photo of costs). Automobile reimbursement is based on the current IRS mileage rate ($.70 per mile for 2025). Current rates can be found on the reimbursement form. When traveling by car, parking at the conference facility is reimbursable on the days of the Conference. The cost of gas used in automobile travel is not a reimbursable expense since gas used is covered by the mileage rate. A map detailing the route with the estimated mileage must be submitted with the reimbursement form. Highway toll expenses are reimbursable, and charges incurred must be accompanied by a receipt or detailed on a report (i.e., EZPass).
- Meals:
- Scholarship recipients are expected to participate in group meals that are provided at the Conference. Costs for meals purchased individually at a time when no group meals are scheduled are reimbursed up to a maximum of $60 per day (including tips). If dining with others, Scholarship recipients must submit receipts for their meals only. Meal costs incurred during the Conference are not reimbursed unless they are associated with the Conference and/or travel days and not covered by a group meal provided with the meeting.
- Hotel:
- The Scholarship recipient may submit for reimbursement the cost of the hotel nights associated with the Conference that are necessary for them to attend the Conference, which may include the night before the meeting begins if the meeting starts early in the morning and travel will not allow the recipient to get in early enough to be there on time.
- The FelineVMA has room blocks at two hotels (subject to availability). Should the recipient decide to stay at another location, the reimbursable amount per night may not exceed the Run of House Room Rate at FelineVMA blocked hotels.
- Non-reimbursable items include, but are not limited to: early hotel check-in or check-out fees, in-room movies, drinks and movies/internet on planes, toiletries, entertainment, taxis to restaurants (unless there is no restaurant within walking distance or a group event that must be attended), personal reading materials, sports activities during meeting, charges as a result of Scholarship recipient cancelling a taxi or hotel reservation, luggage beyond one checked bag, gifts or expenses for other guests including occupancy charges, phone charges, haircuts/hairstyling, traffic tickets, internet charges, and health/fitness center fees.
See the Conference hotel and travel information here.