Reimbursement Policy for Annual Meetings and Board Meetings

Effective for the MASCC/JASCC/ISOO 2023 Annual Meeting in Nara, Japan June 22-24

Annual Meeting Invited Speakers

• Registration fee to attend the Annual Meeting is waived
• Two (2) complimentary hotel nights over the Annual Meeting dates
• Travel reimbursement only applies to the cost of flights for an “economy” class ticket purchased a minimum of 14 days prior to departure
• Travel reimbursement amounts are as follows:
  • Asia – up to $600 USD;
  • Europe/Africa/Australia – up to $1,200 USD;
  • Americas – $2,000 USD
• As of July 2017, ground transportation from the airport and/or train station at home or in the meeting host city will not be reimbursed
• Reimbursement is contingent upon the following:
  • Confirmation the speaker attended and spoke at their invited session(s) at the Annual Meeting;
  • Receipts of flight expenses are submitted within four (4) weeks of the survey link being sent out
• Reimbursements are NOT cumulative – An individual cannot receive more than one reimbursement package per Annual Meeting
• Oral proffered paper presenters and e-poster presenters do not qualify for waivers of registration, travel, or hotel (exceptions apply for Awards or Scholarships)

Annual Meeting Session Chairs

• Registration fee to attend the Annual Meeting is NOT waived
• Reimbursements DO NOT apply
• The Program Committee is encouraged to assign Invited Annual Meeting Speakers to be Session Chairs

Award or Scholarship Recipients WITH a Travel Reimbursement*

*Refer to the individual Award and Scholarship Policies to confirm if a particular award or scholarship includes a travel reimbursement.

• Registration fee to attend the Annual Meeting is waived
• Two (2) complimentary hotel nights over the Annual Meeting dates
• Travel reimbursement only applies to the cost of flights for an “economy” class ticket purchased a minimum of 14 days prior to departure
• Travel reimbursement amounts are as follows:
  • Asia – up to $600 USD;
  • Europe/Africa/Australia – up to $1,200 USD;
  • Americas – $2,000 USD
• As of July 2017, ground transportation from the airport and/or train station at home or in the meeting host city will not be reimbursed
• Reimbursement is contingent upon the following:
  • Attendance to the Awards Reception held on the first evening of the Annual Meeting to receive their award/scholarship certificate in-person;
  • Presentation of their abstract as an oral proffered paper (where applicable – refer to individual Awards and Scholarships)
  • Receipts of flight expenses are submitted within four (4) weeks of the survey link being sent out
• Reimbursements are NOT cumulative – An individual cannot receive more than one reimbursement package per Annual Meeting. If an individual receives more than one award, they will receive the awards in title and only a single reimbursement package.

MASCC Board of Directors

• Registration fee to attend the Annual Meeting is waived
• One complimentary hotel night for the night of the Board Meeting – If the member arrives the day before the Board Meeting, two nights are provided
• Members of the Board are expected to attend the Board Meeting in-person, which is hosted one day prior to the Annual Meeting
• Travel reimbursement only applies to the cost of flights for an “economy” class ticket purchased a minimum of 14 days prior to departure
• Travel reimbursement amounts are as follows:
  • Asia – up to $600 USD;
  • Europe/Africa/Australia – up to $1,200 USD;
  • Americas – $2,000 USD
• As of July 2017, ground transportation from the airport and/or train station at home or in the meeting host city will not be reimbursed
• Reimbursement is contingent upon the following:
  • Active participation in Board meetings and calls;
  • Members are in good standing; and
  • Receipts of flight expenses are submitted within four (4) weeks of the survey link being sent out
• Reimbursements are NOT cumulative – An individual cannot receive more than one reimbursement package per Annual Meeting
• Outgoing Members of the Board in the calendar year are NOT ELIGIBLE for reimbursements

Instructions For Annual Meeting Reimbursements

A survey link will be distributed to all those eligible for travel reimbursements PRIOR TO the Annual Meeting. The details of your expenses submitted with receipts reflecting flight class, travel dates, and taxes. You must attest to the accuracy of the information submitted. MASCC is not responsible for typing errors in the information provided (ex. name for reimbursement cheque or account details). The reimbursement survey must be submitted within four (4) weeks of the survey link being sent out. Reimbursement by MASCC may take up to eight (8) weeks to complete.

For any questions about reimbursements, please contact events@mascc.org.