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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:

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.

Eligibility Criteria:

  • Individuals who have been ARO members or have attended an ARO meeting in the last 5 years are ineligible for reimbursement.
  • Eligible speakers are those who have not been associated with ARO, including membership or registration at the MidWinter Meeting, since 2020.

Funding Limits:

  • Each symposium or special session can request reimbursement for up to two Non-ARO member speakers.
  • Each eligible speaker can request up to $1,500, with a maximum of $3,000 per session.
  • Non-ARO members can receive funding from only one symposium or session per meeting.

Application Process:

  • Submit funding requests with your symposium or special session application.
  • Include a budget justification that details the speakers supported, estimated travel costs, and total funding requested.

Review and Allocation:

  • Upon acceptance of your symposium or special session, the Program Committee leadership will review the funding request.
  • Travel funds are allocated based on the proposal review score and fund availability.
  • Non-ARO members can receive funding from only one symposium or session per meeting.

Reimbursement Details:

  • Reimbursements are issued post-event and require submission of receipts.
  • Reimbursable travel expenses include travel and meals, up to the awarded amount.
  • Eligible Non-ARO member speakers will receive a promo code for waived registration fees and a complimentary one-year ARO membership.

Compliance and Processing:

  • The ARO Executive Office processes reimbursement requests per these guidelines.
  • Expenses must align with the original funding request and be documented with receipts to satisfy IRS regulations and ARO audits.
  • ARO staff may query any expenses that appear unreasonable or improperly reported.

Additional Notes:

  • Travel funds are disbursed as reimbursements based on actual expenses after the meeting.
  • To ensure compliance, all expenses must be reasonable and documented accurately

Eligible Non-ARO Member Speaker Travel Reimbursement Expenses - Note that combined eligible expenses are reimbursed up to the total awarded amount.

Travel:

  • 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.
  • 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.  ARO will not cover car rental expenses. 

Hotel:

  • One room with reimursement for two nights, inclusive of tax.  All room incidental charges are not reimbursed by ARO.

    Traveling with Family Members:

    • Expenses incurred by a spouse or other family member(s) are not reimbursable.  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.  Any additional expenses for the spouse or other family member(s) are not reimbursable by ARO.