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Expense Reimbursement Policy

This memorandum provides Society for Imaging Informatics in Medicine (SIIM) guidance for the reimbursement of travel expenses incurred by the Board of Directors and other members traveling on behalf of the Society.

The following guidance applies to all Society travel paid either directly by the Society or reimbursed by the Society.  Only essential, budgeted and approved travel shall be approved for reimbursement by the Society. Travel reimbursement is not provided for SIIM meetings or activities held at the same time and location as other primary meetings or events that the member would otherwise be attending. For approved travel to non-SIIM meetings and events associated with SIIM research and educational liaison activities, a written report shall be submitted with the expense report summarizing the meeting, presentation and/or event.

The following travel is considered to be approved Society travel:

•  SIIM Board Retreat

•  SIIM Committee Meetings

•  JDI editor travel to approved meetings

•  ACR Intersociety Meeting

•  Other travel expenses that may from time-to-time be approved by the SIIM Board.

See SIIM Travel Expense Report submisssion procedures and Expense Report Form.

1. Air Travel

Air travelers must travel in economy class unless otherwise authorized in writing in advance by the Chair and/or Treasurer.  Society travelers are expected to obtain the lowest fare commensurate with accomplishing the purposes for which the travel was initiated. Members process their airline travel arrangements directly through their travel agency.  SIIM does not reimburse airfare for spouses traveling to SIIM meetings.

2. Ground Transportation

Reimbursement for rental vehicles is authorized only where the use is economically justified or where no reasonable alternative exists.

A traveler’s use of a personal vehicle to attend functions will be reimbursed, based on round trip mileage, less personal mileage, at the current IRS reimbursement rate ($0.555 per mile July-Dec 2011). In order to be reimbursed for mileage, the traveler must enter mileage on the reimbursement form and lists the date and time of travel, the place of departure, the place of arrival, and the society-related purpose for the travel.

All parking expenses require the submission of a receipt, unless a receipt is not available (such as when using a parking meter). When parking at airports, use of the economy parking lot is encouraged.

3. Lodging

SIIM covers expenses for hotel accommodations of members participating in approved Society meetings including the night preceding or the night at the conclusion of a meeting. Unless an extra room is required, spouses of members attending a SIIM meeting enjoy complimentary registration, covered by SIIM.  Society travelers are expected to use the event sponsored/contracted lodging facility or such other lodging facility that provides a reasonable location and price.  Charges resulting for the personal use of "en suite" services such as pay-per-view movies and the like will not be reimbursed.

4. Meals/Per Diem

SIIM reimburses for meals required when no official SIIM meeting meal is scheduled.  Reimbursement for meals will be based on actual meal expenses incurred up to a maximum of $25.00 per day without receipts or up to $50.00 per day if meal receipts are included with the expense report.  If claiming an amount above the $25.00 per day fixed per diem, meal expenses shall be itemized on the expense reimbursement form and receipts attached.

On occasion, it may be permissible for Society Officers or Committee Chairpersons to purchase food for a meeting or in a social context. As a general rule, the expense should be approved in advance by the Chair and/or Treasurer and must be supported by a receipt, a written record of the Society business that was conducted, and a list of the persons that participated in the event.

5. Miscellaneous Expenses

While engaged in Society business, while traveling or otherwise, ordinary and necessary expenses for SIIM-related activities are reimbursable. Such expenses may include baggage handling, tolls, tips, postage, express mail charges, etc. Requests for postage reimbursements must be accompanied by an itemization of the postage charged, a brief description of the item sent, and the name of the recipient.

6. Telephone Calls

The Society will only reimburse for essential, society related long distance telephone calls and Internet access charges.  As a general rule, brief calls made to family members to confirm safe arrival at the destination will be reimbursed. Travelers should ordinarily not use a hotel room phone to make Society-related phone calls since many hotels assess surcharges on those calls. 

7. Use of Reimbursement Form and Required Documentation of Expenses

All requests for reimbursements must be made in writing by the completion of a travel expense reimbursement form. A travel expense reimbursement form can be obtained from the SIIM Office or the SIIM website and should be submitted as soon as possible after the travel has been completed and in any event within 30 days.  Detailed, itemized, original receipts must be submitted for all expenses to be reimbursed. See SIIM travel report submission procedures for further information.

8. Review and Approval of Reimbursement Requests

All travel expense reports shall be reviewed by the SIIM Executive Director or designee to ensure compliance with the above guidelines and inclusion of all necessary receipts and backup documentation.  The Executive Director shall ensure that the request is properly documented (appropriate receipts and other documentation are attached) and mathematically accurate. The Executive Director shall maintain all reimbursement requests for auditing purposes.