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Reimbursement Guidelines and Form

MGMA Reimbursement for State Outreach Visits (one visit per state per year) and State Leadership Summit

Expense Item MGMA Reimburses Notes
Registration No
Yes
State is asked to waive registration
State Leadership Summit - MGMA waives registration
Airfare Yes Roundtrip coach airfare, anything over $500 must be preapproved, does not include upgraded seats, travel insurance or more than 1 bag each way
Driving from your location to the conference site must be preapproved. Mileage plus any hotel parking fees will be reimbursed up to the amount of the airfare.
Hotel Yes Number of nights to attend full conference (usually 1-2 nights)
State Leadership Summit - will cover up to 4 nights: Thursday and Friday nights for all; also Wednesday and/or Saturday nights to accommodate arriving/departing at a reasonable time.
Meal Yes Meals not already included with conference and for liaison only. No alcohol.
Itemized receipts indicating what was ordered are required in addition to a receipt indiciating total paid.
Room service or large groups meals often add an automatic 20% service hee (the tip!). Please be sure you carefully check your bill before adding a tip to your payment.
Transportation Yes Ground transportation to/from airport/hotel
No rental car except under special circumstances and with prior approval
Parking Yes Budget airport parking, the amount of time the car is (or would be) parked to travel to/from and attend conference.
Mileage Yes Roundtrip mileage to/from home or office/airport at official federal government rate
As noted above, mileage to/from conference site will be reimbursed only with preapproval

Important Notes

  • If you choose to spend a time before or after the conference, any additional hotel, meal, surface transportation and airport parking expense is considered a personal expense and will not be reimbursed.
  • Any plans requiring preapproval should be discussed with Sr. Manager, Member Engagement, Martha Huckaby before any reservations or commitments are made.
  • The above guidelines are in accordance with MGMA’s Travel Reimbursement Policy.
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