PRESENTER EXPENSE POLICY
I. Conference Presenter: The Council will reimburse one presenter per session. The Council will cover
expenses described in the presenter packet. Each confirmed presenter receives further details outlining next
steps (request for photo/bio and waiver; explain reimbursement policy -if applicable- or registration
information).
II. Presenter Assistance with Expenses
A. It is the responsibility of the group of presenters to determine to whom the Council will be
reimbursing expenses.
[One presenter per session (unless additional presenters are authorized) can receive]:
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One complimentary day of registration for each day they are presenting (excluding nonCouncil preconference events).
Hotel room and taxes for one night stay at a Council designated hotel if the presenter
resides outside of the local conference area. A second night of lodging may be offered at the
Council’s discretion if flight connections and/or financial issues make an extra night’s lodging
necessary.
Roundtrip transportation to and from the conference not to exceed $400 (including one
checked bag).
All expenses must be documented and in line with the Council’s Guidelines for Reimbursable Expenses for
Conference Presenters.
II. Honoraria
The Council does not provide honoraria for concurrent session presenters.
GUIDELINES FOR REIMBURSABLE EXPENSES FOR CONFERENCE PRESENTERS
These guidelines are for those presenters who have been identified as eligible for reimbursement.
The Council on Foundations will cover the expenses described in these guidelines for one presenter per
session. Original receipts for out-of-pocket expenses must be attached to the Council Travel & Expense
Report form in order to be reimbursed, regardless of the amount. Reimbursements will not be made until
the Council’s accounting requirements are met.
Roundtrip Transportation: The Council will reimburse the amounts indicated below (unless a different
amount is indicated on your presenter contract) for ground transportation and airfare between your home
and the conference site.
Ground Transportation: The Council will not reimburse the cost of limousine service without prior Council
approval. Itemize use of taxis on back of expense report and submit receipts. The Council will reimburse
mileage at .565 cents per mile when a personal automobile is used (this amount cannot exceed the cost of
round-trip coach airfare). The Council will not pay for any damages, repairs, or out-of-pocket costs for
operating your automobile. The Council will not reimburse for rental cars.
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Airfare: The Council will reimburse you up to $400 (unless a different amount is indicated on your
presenter contract, or prior approval is received) for one round-trip, coach class ticket between your
home and the conference site. You are also granted up to $35.00 one checked bag. The Council will
not reimburse for any amount above $400 unless approval is received prior to purchasing the
ticket. The itinerary may not contain additional stopovers without advance approval. Any costs
associated with changes to your itinerary following issuance of the ticket are your responsibility. We
encourage you to seek the most reasonable air fare possible. Flight arrangements may be made
online.
Hotel: You are responsible for making your reservation at the conference hotel. Reservations made at
other hotels will not be reimbursed, without prior approval. If you live outside of the local conference area,
one night of your stay (unless a different number of nights have been approved) at the conference hotel will
be billed directly to the Council. You are responsible for any cancellation fees. The hotel will bill you directly
for additional nights and any other charges made to your room such as upgrades, meals, videos, parking,
valet, and taxes. No entertainment or personal expenses, e.g., phone calls, internet service, postage,
photocopying services, dry-cleaning, pay television, health club, etc., will be reimbursed.
Tips: The Council will reimburse for porterage in the amount of $1.00 per bag and gratuities of $2.00 per day for
maid service for nights the Council is covering.
Meals: If meals are not provided by the conference or otherwise by the Council, the Council will reimburse the cost
of meals while traveling and on the day of your presentation up to the following limits (inclusive of tax and
gratuity): $30 for breakfast, $35 for lunch and $50 for dinner.
Foreign Exchange: The Council will reimburse based on the documented rate of exchange actually paid.
Original receipts must be included that show the amount of foreign currency purchased and rate of exchange
received. Reimbursements for out of pocket expenses will be made at the documented rate up to the total
amount of currency purchased. If documentation is not available for foreign exchange rates used, the
Council will reimburse at the rate quoted by www.exchangerate.com. For foreign credit card transactions,
reimbursements will be based on the actual costs reported by credit card receipt; therefore, credit card
receipts or statements must be included with reimbursement requests for foreign expenses paid by credit
card. The basis used to calculate the amount of foreign expenses should be noted on the travel report.
Please note the deadline for submitting Travel & Expense Report with your receipts indicated on the form
(thirty days after the end of the conference). Reimbursements will be processed after the conclusion of the
conference. To guarantee prompt reimbursement, please be certain that the Travel & Expense Report is
complete, signed and submitted with all original receipts by the specified deadline. Please allow four
weeks after the report has been submitted to receive payment.
Mail the completed forms and original receipts to:
Member Experience, Diversity & Inclusion Team
Council on Foundations
2121 Crystal Drive, Suite 700
Arlington, Va. 22202
703-879-0692 (office)
703-879-0800(fax)
Rev. 4/14
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