DAMA
International Symposium & Wilshire Meta-Data Conference
Speaker
Travel and Living Expense Policy
Keynote,
Tutorial and Workshop Speakers will be reimbursed for travel and living expenses
only within the guidelines below. Prior to any expense agreement between
the speaker and DAMA/Wilshire, a budgeted expense allowance will be established
and agreed between the parties. This budgeted amount will be based on
the following:
(1)
The cost of air travel for Speaker will be reimbursed up to an amount
that is no more than the advanced purchase economy round-trip air fare from
Speaker's home city to the city where the conference is held.
If special air fares have been negotiated by the Event, and the designated
air carrier serves the speaker’s city, then the maximum amount to be reimbursed
will be the amount equal to the discounted air fare available through these
specially negotiated conference arrangements.
If Speaker travels to the conference site from a city other than Speaker's
home city, or if Speaker travels to other cities (for purposes other than making
direct connecting flights) than the city where the conference is held, the maximum
amount that the Event will reimburse for travel is the cost for an economy round-trip
ticket from Speaker's home city to the city where the conference is held, under
the terms outlined above.
(2)
If the speaker drives to the engagement, personal car mileage will be
reimbursed at $0.36/mile.
(3)
Fixed “miscellaneous-expense” allowance:
A fixed reimbursement expense is payable to speakers who travel away
from their home city (metropolitan area of the city where the speaker resides)
to participate in the conference. This
reimbursement covers meals, phone calls, entertainment, local transportation
(other than to and from the airport), tips and other miscellaneous charges. The fixed allowance is as follows:
$ 60.00 for speakers presenting
one keynote, tutorial or workshop day
$ 100.00 for speakers presenting two keynote, tutorial or workshop days
$ 140.00 for speakers presenting three keynote, tutorial or workshop days
IMPORTANT NOTE: Keynote, tutorial or workshop speakers are not eligible for hotel accommodation or per diem reimbursement for additional conference session and/or panel presentation days beyond the day of their keynote, tutorial or workshop.
(4)
The cost of transportation to and from airports will be reimbursed at
cost for taxis and shuttles, and at $0.36/mile for personal car mileage.
The cost for an economy car rental will be reimbursed only if it is less
than a taxi or shuttle from and to the airport.
If speaker chooses to rent a car that is more costly than the taxi fare,
the Event will estimate reasonable taxi fare to and from the airport and make
payment to speaker of that amount.
(5)
The maximum number of nights that the Event will pay for are the number of nights
beginning with the night prior to Speaker's first Keynote/tutorial/workshop
lecture day through the night of Speaker’s last Keynote/tutorial/workshop
lecture day. Additional
conference sessions and/or panels which the speaker may be participating in
are not considered in the calculation
of hotel reimbursements.
The Speaker is responsible for his/her own reservations and bill, which
will be reimbursed after the conference. Personal incidental charges such as
movies, laundry, meals, telephone calls, etc. are the responsibility of the
speaker.
If Speaker wishes to stay at an alternate hotel, the Event will reimburse
Speaker for room and tax charges in an amount that does not exceed the Event
group rate offered by the hotel at the conference site.
Additional
Speaker Expense Terms
(6) If Speaker wishes to arrive early or leave late in order to take advantage of reduced cost Saturday stay-over airfares then he/she must receive agreement from the Event prior to reimbursement of additional hotel nights.
(7)
All expenses in excess of $25.00 submitted for reimbursement must be
accompanied by receipts and the purpose for each expense. For reimbursement
of air fare, a copy of passenger receipt (back copy of the ticket) should be
submitted.
(8)
All other expenses, including, but not limited to, the shipping of documents
and/or equipment to the Event for Speaker's presentation (including computers,
projectors, slides, etc.), will be borne by Speaker.
The Speaker is responsible for his/her own reservations and bill, which
will be reimbursed after the conference. Personal incidental charges such as
movies, laundry, meals, telephone calls, etc. are the responsibility of the
speaker.
If Speaker wishes to stay at an alternate hotel, the Event will reimburse
Speaker for room and tax charges in an amount that does not exceed the Event
group rate offered by the hotel at the conference site.