Reimbursement

                   2025 AMC Investigators’ Fall Meeting

                              
                                October 8–10, 2025                                                           Crowne Plaza Crystal City
             Day 1 (Wednesday): 8:00 AM – 7:30 PM U.S. EDT*                                     1480 Crystal Drive
             Day 2 (Thursday): 8:00 AM – 4:00 PM U.S. EDT*                                     Arlington, VA 22202 USA
             Day 3 (Friday): 8:00 AM – 4:00 PM U.S. EDT*

*All times are in U.S. Eastern Daylight Time (EDT). Time Zone Converter: http://www.timeanddate.com/worldclock/converter.html

Travel costs for the following attendees will be reimbursed by the AMC via the AMC Reimbursement Form below:

• AMC Group Chair/Vice Chair
• AMC Program Manager, Group Chair's Office
• Executive Officers
• Associate Chairs
• Lab Directors
• Statistical Data Analysis Center (SDAC) Representative
• Domestic Site PIs
• International Site PIs + 1 additional Investigator (We are pending confirmation of protocol-specific training which will impact additional attendees from International sites – More details to come!)
• Working Group/Committee Chairs, Vice Chairs, International Vice Chairs
• Career Enhancement Program (CEP) Director and Co-Director
• 2nd-Year Scholars (for AMC Grant Year 19 who will be presenting IN-PERSON)
• CAB (Community Advisory Board) Regional Leaders

Additional Investigators wanting to attend the meeting require prior approval from the AMC Group Chair (Dr. Joseph Sparano; Email: joseph.sparano@mssm.edu) to be reimbursed by the AMC.

Please note the important reimbursement instructions/guidelines on the form, and be sure to return your completed reimbursement form along with receipts/supporting documentation to our AMC Reimbursement Team by email at AMCtravel@emmes.com within 2 weeks of completing your travel.

• AMC Reimbursement Form

Note: In doing business with The Emmes Company, LLC, there is information/documentation we need to collect to process invoices and/or provide purchase orders for goods and services. This information is needed to set you up in our accounting and purchasing systems for business. If this is your first time receiving reimbursement from the AMC ODMC or need to update your existing address/payment information on file, please also complete and return the applicable “New Vendor Set-up Documents” listed below.

If you have any questions on AMC Reimbursement, please contact our AMC Reimbursement Team by email at AMCtravel@emmes.com.

TRAVEL REIMBURSEMENT GUIDELINES

GENERAL REQUIREMENTS:

• Sightseeing and personal excursions are considered a personal expense and will not be reimbursed.
• Itemized receipts* and proof of payment are required for all expenses to be reimbursed. Credit card receipts (which are not itemized) and credit card statements will not be accepted in lieu of itemized receipts. No exceptions.
• Please note that itemized receipts should include a breakdown of all the expenses incurred.
• For travel within the United States: Government per diem rates can be found at the following website: www.gsa.gov/perdiem. The daily Meals and Incidental Expense (M&IE) per diem rate may not be exceeded. Please refer to the M&IE Breakdown (www.gsa.gov/mie) for the maximum allowable meal limits (as applicable).
• For International/Foreign travel: Government per diem rates can be found via the following website: https://aoprals.state.gov/web920/per_diem.asp. The daily Meals and Incidental Expense (M&IE) per diem rate may not be exceeded. Please refer to the M&IE Breakdown (https://aoprals.state.gov/content.asp?content_id=114) for the maximum allowable meal limits (as applicable).
• The mileage reimbursement rate can be found on the following website: https://www.gsa.gov/portal/content/100715 Currency exchange rates can be accessed via the OANDA website at: https://www.oanda.com/currency/converter/ Laundry expenses for trips with a duration of less than 5 business days are not reimbursable.
• Telephone and/or internet charges are not reimbursable. Rental cars in lieu of taxis are not reimbursable.
• Bank charges and/or credit card fees are not reimbursable.

AIRFARE:

• Under the Fly America Act (https://www.gsa.gov/policy-regulations/policy/travel-management-policy-overview/fly-america-act), only U.S. air carriers shall be used for all travel reimbursed from federal grants.
• The most cost-effective coach/economy class tickets are required. If a traveler prefers to use a higher class, the traveler must pay the incremental cost of the airfare.
• A receipt documenting payment for economy/coach class airfare is required for reimbursement.
• Airfare changes and any associated fees are not reimbursable. If airfare changes are made, only the amount of the original airfare will be reimbursed.
• Travel insurance is not reimbursable.

LODGING:

• Lodging is not reimbursable if the lodging site is within a 50-mile radius of the traveler's residence or office.
• Government per diem rates for lodging cannot be exceeded (refer to the "General Requirements" section above for the location of applicable government per diem rates).
• Checkout receipts with proof of payment are required for lodging reimbursement. Late check-out charges/fees are not reimbursable.

MEALS:

• Local attendees are not eligible for lodging and therefore cannot claim Meals and Incidental Expenses (M&IE).
• M&IE will not be reimbursed unless the entire length of the trip is at least 24 hours or the travel includes an overnight stay veri ed by a lodging receipt.
• Government per diem rates for M&IE cannot be exceeded (refer to the "General Requirements" section above for the location of applicable government per diem rates).
• Meals purchased in lieu of meals provided at the meeting will not be reimbursed. For example, if breakfast, lunch, and/or dinner is provided at the meeting, the AMC will not reimburse for those meals.
• Alcohol will not be reimbursed.