District VI Speaker Expenses
Conference Speaker Guidelines
Revised April 2013
CASE International Staff Speakers: CASE International staff members are available to speak at conferences. Financial arrangements should resemble those for CASE members speaking from outside of the district. These arrangements must be confirmed when a CASE staff member is recruited.
Out-of-district CASE member and non-CASE member speakers: CASE District VI will reimburse the expenditures of out-of-district CASE members and non-CASE members.
If a speaker works within the advancement profession at an educational institution within District VI, we do not cover any expenses. Advancement professionals from within the district must register for the conference in order to be a speaker or panelist at the conference.
Individuals or representatives of companies who do business or have the potential to do business with CASE members or member institutions will not be reimbursed for travel, nor will registration fees be waived.
All negotiations with speakers must be confirmed in writing. The conference chair, program chair and district treasurer must receive copies of these agreements and agree to their terms prior to signing by the speaker.
- Travel: Speakers are encouraged to travel as inexpensively as possible. Airfare, train fare, mileage, and ground transportation are reimbursable. Airfare reimbursement should be made by a travel allowance based on advance purchase coach fare. The maximum airfare allowance is $700. To avoid any later misunderstanding, the travel allowance (including ground transportation and parking) should be included as part of the written negotiations with the speaker. Mileage rate will be reimbursed at the federal rate of actual mileage. Rental Cars will not be reimbursed unless authorized in advance by the Conference Chair.
- Lodging: Speakers will be reimbursed for one night of lodging for each day they present. Hotel reservations will be made through the Arrangements Chair at the host hotel. If the speaker chooses to stay an additional night or not at the host hotel, these will be at the speaker's expense.
- Meals: Meals that are offered by the conference (breakfast and lunch on Monday and Tuesday) will not be reimbursed unless they occur while the speaker is traveling. The District allows a maximum of $66 per day meal allowance in accordance with CONUS rate, with receipts required for reimbursement. Break out includes tips - Breakfast: $13.20 Lunch: $19.80 Dinner: $33.00. Alcoholic beverages will not be reimbursed.
- Honoraria: Speakers should be encouraged to contribute their time. Expenses within reason can be paid for a top speaker, if the budget permits. Rates are to be negotiated between the track chair and speaker in consultation with the program chair. Honorarium will be documented in the speaker agreement ď‚·Conference Registration: The conference fees will be waived for non-CASE members and out-of-district speakers.
- Upgrades: Only expenses directly related to the conference participation are reimbursable. The speaker must pay expenses such as upgraded airfare or hotel accommodations.
- Spouses: Unless the spouse is also a speaker, the speaker must pay his/her expenses.
- Incidental/Miscellaneous: Copies of speaker's presentation and personal expenses such as telephone calls, snacks, internet, etc. are not covered by CASE VI. Please describe any miscellaneous charges accrued. (For example, for tips, list the date and to whom you gave a tip.)
- Reimbursements must be submitted within 30 days of the expenses. Please allow 30 days for your reimbursement check to be processed and mailed. If a receipt has been lost, a missing receipt form must be filled out for reimbursement.
Exceptions to these guidelines must be approved by the conference leadership team and/or CASE VI Board of Directors. If you have questions, please contact the program chair and track chair.