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Travel Policy & General Information

Travel Policy

Please familiarize yourself with our policies and procedures for travel. We truly appreciate you taking the time to participate in this meeting. As you make your plans please remember that we are a nonprofit organization dependent on donations and volunteers so we do NOT pay for upgrades, change fees, incurred costs resulting from a flight change, transportation to or from your local airport, meals or other incidentals.

Accomodations & Meals

Accomodations & Meals are provided by the foundation during the meeting. Once your travel form is received your accommodations and airport transfer will be confirmed. We encourage you to book your travel early. Please let us know of any food allergies or issues on the travel forms.

Travel Reimbursement

  • You will receive a travel allowance in your meeting packet based on average flight fares 6 months prior to the meeting.
  • Flights must be booked at least 30 days prior to the meeting to confirm your accommodations and airport transfer.
  • Travel Allowance will not be increased due to late booking or changes.
  • Participants MUST provide the Foundation with copies of travel receipts to receive the travel allowance, otherwise the Foundation must report amounts of $600 or more to the US Internal Revenue Service on a 1099 Form.

Airport Information

Airport information will be specific to each meeting location. Please refer to the meeting page in which you are attending for more information and specific dates and times.

Travel Receipts & Reimbursements

Participants need to submit copies of expense receipts for reimbursement otherwise the foundation must follow the IRS rules on reimbursements.

Travel Reimbursement Policy - U.S. Citizens:
Participants will be required to fill out Form W-9 before each meeting if receipts for airfare have not been received. The foundation will issue a Form 1099 to Participant.

Travel Reimbursement Policy - Non-Resident Aliens:
If Participants are non-resident aliens and they do not submit copies of expense receipts, before the participant will receive payment from the Foundation the Participant will need to have an Taxpayer Identification Number (TIN) or file Form W-7 with the Internal Revenue Services to obtain a TIN. The foundation will then issue them a Form W-8ECI.