Recipient Reimbursement Policy

Filing for Expenses

Reimbursement Expense Form
Prize and award recipients will receive an expense form along with their prize or award stipend at the Meeting. The expense form should be filled out and returned with the relevant receipts (these are required for all expenses except per diem meals). If everything is in order, APS will reimburse the recipient promptly.

Expense Advances
In exceptional cases, APS will issue a travel advance to help a recipient attend the meeting. Once the meeting is over, and the expense form has been returned with the relevant receipts, APS will either reimburse the recipient for the difference, or request a refund of the unused amount of the advance, as appropriate. To request a travel advance, please contact Alan Chodos, APS Associate Executive Officer.

Reimbursement Guidelines

Airfare
APS will cover economy airfare for a recipient to attend the meeting at which the prize or award is presented. Recipients are urged to book the least expensive fares consistent with reasonable convenience. APS will cover a checked baggage charge for one bag, but will not cover other incidentals like fees to change flights, to upgrade, or to buy more leg room.

Hotel
APS will cover the recipient's stay in one of the conference hotels, at the conference rate, for a minimum of 3 nights. If the recipient asks for reimbursement for more than three nights, it must be because of the necessity of attending both the ceremonial presentation session and the invited session where the prize or award talk is given. [The formula is: (difference in days between the two sessions) + 2].

Meals
Recipients can charge their meals, either while at the meeting or while traveling to or from the meeting, at a per diem rate of $30 for dinner and $15 each for breakfast or lunch. A recipient may, instead, charge individual meals, which requires receipts for each meal charged, provided the meals are not exorbitantly in excess of the per diem rate. All meals must be either per diem or individually charged; mixing of the two modes is not permitted.

Registration
The registration fee for the meeting is waived. However, the recipient should still register for the meeting, in order to insure that a badge is waiting at the registration desk. To do this, the recipient cannot use the online form because for that payment is required. Instead, the recipient should download the pdf form, fill it out, and either mail or fax it to APS. Where it asks for payment, the recipient should write "Prize recipient -- fee waived" or something similar.

Incidentals
APS will cover incidentals normally associated with travel, such as taxi or shuttle fares, tolls, mileage (at $0.50 per mile) and parking. APS will not cover other incidentals like in-room Internet service or fees for other hotel services.